Patient Coordinator

Woven Care•Colorado Springs, CO

13d•Onsite

About The Position

As a Patient Coordinator at Woven Care, you will be the essential link in maintaining efficient, high-performing schedules that directly support the care and development of our pediatric patients. This role is incredibly fast-paced, and is ideal for someone with a strong ability to prioritize, organize, and adapt to last-minute changes. You’ll bring a passion for helping others and an understanding of how daily operations contribute to long-term success, making decisions rooted in data and performance outcomes to ensure our services are accessible and impactful for the families we serve.

Requirements

High School diploma or equivalent required
Prior experience in healthcare or a role focused on scheduling, prioritization, and managing client relationships is highly valued.
Strong ability to manage multiple priorities with a focus on scheduling accuracy, productivity, and proactive adjustments to meet patient needs.
Proficient in using data to make scheduling decisions, drive continuous improvement, and meet performance targets.
Skilled at having clear, professional conversations with families to ensure they understand attendance and payment policies and are supported in adhering to their therapy plan.
Thrives in a dynamic environment, capable of adapting to sudden changes in scheduling and proactively finding solutions to maintain service continuity.
Collaborative and dedicated to contributing to a high-energy, focused team that is committed to excellence in patient support.
Must be able to lift up to 15 pounds at times

Nice To Haves

Bachelor’s degree in a related field preferred.

Responsibilities

Proactively manage patient schedules, including daily and weekly appointment coordination, recurring and follow-up appointments, and re-evaluations.
Monitor and adjust schedules to maximize service and availability and ensure seamless continuity of care.
Respond to cancellations and no-shows quickly and efficiently, filling open slots with waitlisted or make-up appointments whenever possible.
Engage with families to reschedule missed sessions, aiming to minimize gaps in therapy.
Use data insights to guide scheduling practices, analyze patterns, and make informed adjustments that align with high performance and organizational goals.
Apply outcome-based thinking to optimize schedules and contribute to the clinic’s operational success.
Confidently communicate with families regarding attendance policies, financial responsibilities, and insurance coverage, ensuring transparency and professionalism in every interaction.
Approach challenging conversations with empathy, patience, and clarity.
Strive to meet or exceed scheduling efficiency and patient engagement goals, continuously evaluating and improving scheduling practices to support Woven Care’s standards for quality and accessibility in care.
Ensure all patient interactions and record-keeping adhere to confidentiality and healthcare compliance guidelines, supporting Woven Care’s commitment to ethical and patient-centered care.