Patient Coordinator

Woven Care is a privately owned outpatient team serving families for over 16 years. Our culture is built on our multidisciplinary team of occupational, physical, speech, and behavior therapists, providing a child-centered, and deeply collaborative approach, with a mission to change lives and CHANGE THE WORLD!
Each morning, we rise with a singular mission — to be the guiding light that helps every child and family in our community. How do we achieve this remarkable feat? By delivering top-tier therapy and unwavering support to every individual in our clinics. Our team navigates alongside each family towards greater independence, self-assuredness, and an enhanced quality of life for our clients.
Elevate your career in healthcare as a Patient Coordinator! Join our dynamic team where every day presents new challenges and opportunities to make a difference. As the Patient Coordinator, you'll be the heartbeat of our clinic, ensuring seamless operations and delivering exceptional care experiences to our patients and their families.

Duties and responsibilities:

• Responsible for maintaining the schedule. Including scheduling follow-up appointments, reoccurring appointments to authorization, scheduling re-evaluations as necessary, and building out available time slots and admin times.
• Greet families as they arrive. Collect any intake paperwork or copays as necessary.
• Answer the phone for the clinic in a professional manner. Cancel and reschedule appointments, transfer calls, answer general questions, check voicemail and respond in a timely manner.
• Make calls to patients. Call for therapist out of office, therapist change, the clinic closed, or to fill appointments as available.
• Track authorizations and schedules accordingly. Notifies parents of expiring authorization and gives supporting documents on steps to renew the authorization.
• Maintains waiting room area. Keeps tidy and sanitizes as needed. Maintains client comfort, including noise level, activity level, and cleanliness.
• Updates any patient changes in charts. Notifies appropriate departments of changes (Billing/Authorizations)
• Maintains waitlist. Keeps updated wait list and calls as openings/filler appointments become available.
• Tracks patient attendance issues. Works with clinic manager to resolve attendance issues.
• Files patient and therapist documents. Scans and inputs child documents into their chart attachments.
• Converses openly with a therapist about the schedule and makes adjustments accordingly.
• Responds to company messenger and e-mails in a timely manner
• Gives parents information or directs them to appropriate places for programs including HBOT, Brain First, Handwriting without Tears, and Feeding Group.
• Ensures patient confidentiality at all times.
• Advocates for the patient at all times. Keep the patient in mind at all times. Treats all families fairly and ethically when scheduling and interacting.
• Performs other duties as assigned

Education and experience:

• Minimum of a high-school diploma
• Bachelor's Degree in a related field is preferred
• Medical scheduling experience is strongly preferred

Physical requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Office hours:

• Full-time, non-exempt, 40 hours/week
• Monday – Thursday, 8:00 AM – 6:00 PM

Compensation:

• $21 - $25 hour (additional compensation based on experience)
• Bonus opportunities available

If you want to help change the trajectory of a child's life, APPLY TODAY. Joe Ancona, our Hiring Manager, will reach out to get you started on the journey to CHANGING LIVES!