Communications Coordinator

Eyetastic Services•Greenwood, IN

20d

About The Position

A boutique eye care practice is seeking a dedicated Patient Communication Coordinator to join its Patient Experience team. Serving as the first point of contact for patients and families, the coordinator helps ensure every call is handled warmly, professionally, and helpfully. The role handles incoming calls, provides information, schedules appointments, coordinates referrals, and responds to patient concerns with empathy and professionalism. The coordinator represents the practice and supports its mission to provide exceptional care and service. This full-time position works up to 40 hours per week in a call center environment, supporting multiple practice locations and provider schedules.

Requirements

Strong, friendly verbal communication skills.
Exceptional organizational skills and attention to detail.
Ability to multitask in a fast-paced environment.
Comfort with computers and learning new systems, including EHR, scheduling platforms, and email.
Empathy and discretion when handling sensitive patient situations.
Patient-first customer service mindset.
Clear, professional phone and written communication.
Active listening and call-control skills.
Problem-solving and conflict-resolution skills.
Scheduling strategy and prioritization skills.
Team collaboration and accountability.

Nice To Haves

One to two or more years of experience in a healthcare office, scheduling, patient access, or a call center environment.
Experience with EHR and appointment scheduling.
Familiarity with discussing fees, payment options, or insurance basics.
Customer service experience in healthcare, retail, hospitality, or a similar field.

Responsibilities

Answer incoming calls promptly and empathetically, listen to patient needs, and route or escalate calls appropriately.
Provide accurate information about services, appointment processes, and what patients can expect.
Schedule exams, follow-ups, specialty visits, and urgent cases using electronic health records (EHR) and scheduling tools.
Coordinate schedules across multiple providers and locations to optimize daily clinic flow.
Manage appointment changes, cancellations, and rescheduling to maintain access and minimize downtime.
Support referral calls by collecting and communicating key information with referring offices.
Place reminder calls or messages and accurately document call outcomes in practice systems.
Identify and report recurring issues or bottlenecks to leadership.
Resolve scheduling conflicts and patient concerns proactively and with a solutions-focused mindset.
Protect patient privacy and confidentiality in accordance with HIPAA and company policies.