Patient Coordinator - NW Portland (In-Office)

EyeHealth Northwest•Portland, OR

11d•Onsite

About The Position

The Patient Coordinator is the clinic’s first point of contact for patients, greeting and checking them in, directing them to appropriate areas, answering questions, preparing and processing appointment information, collecting payments, and checking patients out. The role emphasizes effective communication, cooperation with coworkers, professional conduct, and a high level of patient care and customer service. The position has no supervisory responsibility, but may provide guidance and assist with orientation and training of new employees. The coordinator manages patient flow, helps maintain accurate patient records, answers questions about appointments, fees, copayments, and services, verifies referrals, and performs cashier and related administrative duties. The role also includes maintaining reception and waiting areas, following clinic opening and closing procedures, protecting confidential patient information, and complying with company policies and applicable safety, legal, and regulatory requirements. Depending on department needs, duties may include coordinating appointments and paperwork, assisting with scheduling, ordering supplies, contacting no-shows, arranging recalls, verifying vision insurance authorizations and OHP eligibility, and supporting insurance eligibility, scanning, contact lens fees, or contact orders. Most work takes place in a general office environment with moderate noise, adequate lighting and ventilation, and a moderately paced workflow. The role requires frequent short periods of standing or walking, with occasional extended standing or walking, extended sitting, reaching, and handling objects up to 20 pounds.

Requirements

High school diploma or equivalent.
Computer literacy.
Basic math skills.
Knowledge and understanding of medical terminology and procedures relating to the eye.
Ability to manage busy schedules, stay organized, self-motivate, and multitask.
Ability to assess situations and exercise good judgment when making workflow decisions.
Strong interpersonal skills and a genuine desire to help people.
Ability to work cooperatively and interact professionally and respectfully with physicians, staff, vendors, and patients.
Ability to address patient complaints and resolve problems.
Ability to build rapport quickly with people of varied personalities and backgrounds.
Ability to communicate clearly and concisely, orally and in writing.
Attention to detail.
Ability to work a flexible schedule, including evenings and weekends, and willingness to rotate to various worksites as needed.
Ability to perform the essential functions satisfactorily, with reasonable accommodations where applicable.
Ability to stand or walk frequently for short periods and occasionally for extended periods; occasionally sit for extended periods, reach, and lift, push, pull, or carry objects up to 20 pounds.
Adequate visual acuity to read printed materials and computer screens, and manual/finger dexterity to perform daily duties.

Nice To Haves

One year of experience is preferred.
An equivalent combination of education, experience, and training that provides the knowledge, skills, and abilities required for successful performance of the essential job duties.

Responsibilities

Greet patients and provide welcoming, attentive, responsive, and professional customer service.
Manage patient flow into and out of the clinic to minimize wait times.
Assist patients with forms and ensure personal, insurance, carrier, and primary physician information is accurate and up to date.
Answer questions about appointments, fees, copayments, and services, escalating questions as appropriate.
Collect copayments and verify referrals.
Keep reception and waiting areas neat, clean, and orderly.
Process and record payments according to established procedures; total visit charges, review charge slips, take payments, balance, and verify and post daily batches and end-of-day Instamed totals.
Follow clinic procedures for patient check-in, payment processing, and check-out.
Process fee tickets, including alphabetizing tickets and assessments and scanning them to Bookkeeping at the appropriate time.
Follow clinic opening and closing protocols for the assigned shift, including arriving before the first patient or staying until the last patient leaves, and operating doors and alarms as needed.
Cooperate with coworkers, share useful information, provide assistance, and interact with tact, courtesy, and diplomacy.
Communicate effectively and positively with patients, coworkers, and doctors, following up as needed to complete communication.
Protect confidential patient information in accordance with patient-care needs, HIPAA, and applicable laws and regulations.
Follow company safety standards, OSHA requirements, company policies, department procedures, and applicable state and federal requirements.
As needed, coordinate appointments and paperwork, assist with scheduling, order clinic supplies, contact no-shows, set up recalls, verify vision insurance authorizations, and perform same-day OHP verification.
As needed, support insurance eligibility, scanning, contact lens fee collection, and contact ordering.
Perform other duties necessary or desirable to support patients, the department, or the company.