Patient Care Coordinator

Imotion Physical Therapy • Los Gatos, CA

9d

About The Position

The Patient Care Coordinator (PCC) is an integral member of iMotion Physical Therapy’s administrative team and the first point of contact for patients. The role coordinates patient care from initial contact through the end of the therapy journey, supporting a smooth clinic experience and effective delivery of physical therapy and rehabilitation services. The PCC manages appointments and patient flow, serves as a liaison between patients, therapists, healthcare providers, and administrative departments, maintains accurate and confidential records, and helps patients with billing, insurance, and care-related questions.

The position works collaboratively with therapy, billing, marketing, and administrative staff. The PCC reports to the Front Desk Supervisor and has no direct reports. The role also supports patient education, outreach, feedback collection, and operational improvements. Additional duties consistent with the role may arise as business needs change or to cover for absent colleagues; flexibility and a team-oriented approach are expected.

The organization describes its mission as providing high standards of physical therapy and rehabilitation through outstanding care, education, preventive strategies, equitable treatment, research, collaboration, and sustainable and ethical practices. Its stated values include Security, Patient-First Ethics, Professionalism, Fun, and Integrity. The culture emphasizes autonomy, innovation, supportive relationships, employee growth, and career advancement.

Requirements

• Fluency in English.
• Comfort with technology and proficiency in office software, including Microsoft Excel and Word.
• Strong mathematical aptitude, including the ability to perform basic calculations and accurately analyze statistical information.
• Excellent organizational and time-management skills.
• Strong interpersonal and communication abilities.
• Ability to multitask and prioritize in a fast-paced environment.
• Patient-centered approach and commitment to high-quality care.
• Collaborative team mindset and ability to work effectively with diverse groups.
• Empathy, adaptability, problem-solving, attention to detail, interpersonal sensitivity, and cultural competency.

Nice To Haves

• Bachelor’s degree; it is preferred but not required.
• Relevant coursework or experience in healthcare administration, communication, or related fields.
• Experience with Electronic Medical Records (EMR) systems.
• Additional fluency in Spanish, Tagalog, or any Chinese language.

Responsibilities

• Manage, optimize, schedule, reschedule, and confirm patient appointments in coordination with therapist availability and patient preferences.
• Coordinate patient care plans and follow-up appointments.
• Serve as a primary point of contact for patients in person, by phone, and by email; respond to inquiries and concerns and provide information about appointments, treatments, and preparation.
• Facilitate communication among patients, physical therapists, healthcare providers, and clinic departments.
• Maintain accurate, current, confidential, and secure patient records, including personal details, treatment plans, and progress notes; perform filing and data entry.
• Coordinate with billing staff to support accurate billing and resolve billing issues; assist patients with billing questions, insurance queries, documentation, and claims.
• Verify insurance coverage and communicate relevant information to patients and therapists.
• Greet patients, assist with check-in, process check-out, schedule follow-up appointments, and handle or direct payment and billing inquiries.
• Monitor patient flow to minimize wait times and support smooth transitions throughout clinic visits.
• Provide patients with educational materials, care-related information, and guidance about clinic procedures, particularly for new patients.
• Collaborate with marketing on patient engagement and outreach initiatives and contribute to marketing materials and strategies.
• Advocate for patient needs and preferences and provide information and resources throughout the treatment journey.
• Collect patient feedback and conduct follow-up communications, including appointment reminders and provision of additional information.
• Participate in team meetings and collaborative projects concerning patient care, operational improvements, and related matters.
• Adapt to evolving business needs and undertake additional role-consistent tasks, including covering for absent colleagues.

Benefits

• The organization offers support for professional development and encourages continuous learning.
• The organization describes employee growth, career advancement, and a rewarding work experience as part of its culture.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed