Patient Coordinator

Position Summary:

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. 

Compensation and Benefits Information: 

• Base compensation: $21-$23/hour
• Performance-based bonuses
• Comprehensive benefits package including medical, dental, vision, 401(k) with company match
• Additional benefits include paid time off, professional development allowance, and flexible work arrangements

Essential Duties and Responsibilities:

• Optimized Scheduling: 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.
• Last-Minute Adjustments: 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.
• Data-Driven Decisions: 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.
• Effective Communication: 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.
• High-Performance Standards: 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.
• Confidentiality and Compliance: 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.

Minimum Qualifications:

• Education: High School diploma or equivalent required; Bachelor’s degree in a related field preferred.
• Experience: Prior experience in healthcare or a role focused on scheduling, prioritization, and managing client relationships is highly valued.
• Skills:
  • Organizational Agility: Strong ability to manage multiple priorities with a focus on scheduling accuracy, productivity, and proactive adjustments to meet patient needs.
  • Analytical Mindset: Proficient in using data to make scheduling decisions, drive continuous improvement, and meet performance targets.
  • Effective Communication: 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.
  • Resilience and Adaptability: Thrives in a dynamic environment, capable of adapting to sudden changes in scheduling and proactively finding solutions to maintain service continuity.
  • Team-Oriented: Collaborative and dedicated to contributing to a high-energy, focused team that is committed to excellence in patient support.

Schedule:

• 40 hours per week. Your specific schedule will depend on your location and may follow a float schedule. Possible options include:

  • Monday through Thursday, 7:45 am to 5:45 pm
  • Tuesday through Friday, 7:45 am to 5:45 pm
  • Monday through Thursday, 7:45 am to 4:45 pm, plus Friday, 7:45 am to 11:45 am

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