Patient Care Coordinator

AEG Vision • Warsaw, IN

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About The Position

At AEG, the Patient Care Coordinator supports front desk operations, patient flow, schedule optimization, and coordination across the care team. The role helps create an efficient, high-quality patient experience by anticipating needs, communicating clearly, and proactively managing the daily schedule.

The coordinator is the primary point of contact for patients and other visitors, handles scheduling and communications, supports insurance and payment processes, prepares charts, monitors patient flow, and coordinates transitions among clinical and optical teams. The position also supports patient retention through follow-up outreach and helps maintain an organized, patient-ready front office.

Requirements

• High school diploma or equivalent.
• Basic computer literacy and ability to learn practice management systems (EMR).
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Strong verbal and written communication skills focused on patient-centered service.
• Strong interpersonal skills and ability to collaborate across teams.
• Ability to proactively identify issues and contribute to solutions in a fast-paced environment.
• Ability to maintain patient and practice confidentiality.

Responsibilities

• Greet patients, customers, and vendors in a friendly, professional, and welcoming manner, serving as the primary point of contact for patient interactions.
• Answer telephone calls, respond to inquiries, and manage email or digital communications in a timely and professional manner.
• Schedule patient appointments and support provider schedule optimization, including cancellations, reschedules, and same-day fill opportunities.
• Execute appointment confirmations and reminders to reduce no-show rates and help patients prepare for visits.
• Verify insurance eligibility and patient demographics before appointments, and accurately enter and maintain complete information in the EMR.
• Understand insurance plans and communicate coverage, benefits, and patient financial responsibility.
• Prepare patient charts and required documentation before visits to support efficient patient flow.
• Collect and document charges, co-pays, and payments in the EMR; allocate balances appropriately and support claim preparation and submission.
• Run reports and review accounts to ensure charges are billed, filed, and up to date.
• Monitor daily patient flow and provider schedules for bottlenecks, delays, or overlaps; communicate and adjust as needed.
• Communicate proactively with patients about wait times, delays, and next steps.
• Coordinate with clinical and optical teams to ensure smooth patient transitions and continuity of care.
• Support patient retention through follow-up, recall, and reactivation outreach, including annual and medically necessary appointments.
• Help maintain an organized, clean, and patient-ready front office environment.
• Perform other duties as needed and assigned by the Practice Manager, Assistant Practice Manager, and/or Optometrist.

Benefits

• 401(k) with match
• Medical, dental, vision, life, short-term disability, and long-term disability coverage
• Employee vision discount program
• HSA/FSA
• PTO
• Paid holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED