Patient Services Coordinator

Mountaineer Employment Solutions • Charleston, WV

1d • Hybrid

About The Position

The Patient Services Coordinator is responsible for coordinating and scheduling patient appointments for office visits, exams, tests, consultations, and related procedures. This position manages incoming calls, updates patient records, verifies insurance information, and ensures all preparatory requirements for appointments are met. The Scheduler plays a key role in delivering excellent patient service and maintaining effective communication with patients, coworkers, and physicians. This role is expected to consistently represent with professionalism, courtesy, and a strong commitment to patient care.

Requirements

• High school diploma or equivalent.
• Minimum of one year of relevant experience preferred.
• Equivalent combinations of education, experience, and training will be considered.
• Proficiency with Windows-based computer programs.
• Strong understanding of insurance plans, coverage types, and eligibility requirements.
• Familiarity with medical terminology and procedures related to ophthalmology.
• Strong organization skills with the ability to prioritize effectively.
• Excellent interpersonal skills with a genuine desire to assist patients.
• Ability to manage and resolve patient concerns respectfully and effectively.
• Skilled in handling challenging patient interactions professionally.
• Clear and concise verbal and written communication abilities.
• Strong attention to detail and ability to multitask.
• Flexibility to work variable schedules and travel to different office locations as needed.

Responsibilities

• Receive and manage incoming calls; schedule, change, cancel, and confirm patient appointments for evaluations, exams, tests, and consultations based on patient needs and physician availability.
• Gather and update accurate patient information in the practice management system, including personal details, insurance provider, benefits, and primary physician data.
• Determine and record appropriate patient status (new, established, inactive) and create new patient records when needed.
• Verify appointment type (vision or medical) and ensure necessary referrals or authorizations are obtained prior to appointments.
• Investigate and resolve scheduling conflicts by coordinating with front desk staff, call center staff, technicians, and physicians.
• Serve as a resource to patients by responding to inquiries, verifying upcoming appointments, and assisting patients responding to recall notifications.
• Process and fax medical record requests upon receiving appropriate authorization.
• Utilize OfficeMate reporting for VSP, Referrals, and related functions; use SolutionReach to support patient communication via email and text.
• Ensure work is completed accurately, efficiently, and in alignment with patient needs and service standards.
• Foster a cooperative, respectful work environment by supporting coworkers, communicating clearly, and maintaining a positive team environment.
• Maintain neat, organized workspaces and uphold confidentiality standards in compliance with HIPAA and company policies.
• Follow all safety standards, company procedures, and applicable state and federal regulations.
• Provide assistance to Front Desk Schedulers when needed.
• Manage incoming faxes, SolutionReach conversations, and voicemail retrievals.
• Handle reschedules, online appointment requests, referrals, and call reminders.
• Complete open charges, insurance verifications, and related administrative tasks.
• Perform other duties as assigned to support patient care and departmental success.

What This Job Offers

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