Office and Patient Coordinator

Title: Office and Patient Coordinator (Inpatient)

Schedule: M-F dayshift hours (No weekends or on-call)

Location: State College, PA 

Population: Adults and geriatrics

Job Description

The Office and Patient Coordinator provides quality administrative and clerical services for program staff and assists patients with care needs. The office and patient coordinator’s responsibilities include assisting with insurance verification/concurrent reviews and billing procedures, providing clerical support to team members and assisting with patient care. 

Knowledge, Skills, Abilities

• Knowledge of healthcare administrative processes, including patient registration, scheduling, insurance verification, authorizations, concurrent review support, and basic billing procedures.
• Understanding of HIPAA, patient confidentiality, professional boundaries, and appropriate handling of protected health information.
• Familiarity with behavioral health or PHP/IOP program operations preferred, including coordination between clinical, medical, billing, and utilization review teams.
• Ability to provide courteous, professional, and compassionate support to patients, families, referral sources, and team members.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, interruptions, and time-sensitive administrative tasks.
• Ability to accurately collect, enter, update, and maintain patient demographic, insurance, authorization, billing, and clinical support information.
• Strong verbal and written communication skills, including the ability to relay information clearly, document messages accurately, and escalate concerns appropriately.
• Ability to assist patients with basic care coordination needs, including appointment reminders, paperwork completion, transportation coordination, and connection to appropriate staff.
• Skill in using electronic health records, phone systems, email, Microsoft Office, and other office technology.
• Ability to support insurance verification, benefits review, authorization tracking, and communication with payers as directed.
• Ability to maintain a calm, professional demeanor when interacting with patients who may be experiencing emotional distress, frustration, or confusion.
• Attention to detail and accuracy in documentation, data entry, filing, billing support, and patient communication.
• Ability to work collaboratively with clinical staff, leadership, billing teams, utilization review staff, and external partners.
• Ability to recognize urgent patient needs or safety concerns and promptly notify appropriate clinical or medical personnel. Commitment to patient-centered service, regulatory compliance, teamwork, and the smooth daily operation of the program.

3 Cs:

• Care – Provide the best possible patient care
• Compliance – Ensure the program operates within all regulations
• Community – Become a wonderful addition to your local community

Care: All employees are expected to provide the best possible patient care.

a. Ensure patient care needs are met while at the program.

b. Ensure completion of the Census report as directed.

c. Assist patients with completion of consents and patient admission process as directed.

d. Take patient vital signs as directed.

e. Participate in treatment team meetings and coordination of care when needed.

f. Coordinate snacks for patients.

g. Complete medical records including filing and form tracking.

h. Responsible for inventory of supplies.

i. Responsible for refrigerator logs and necessary action steps for temperature variances.

Compliance: Ensure the program operates within all regulations.

a. Comply with all regulations.

b. Perform billing functions required for the program as directed.

c. Ensure patient insurance verification and concurrent reviews are completed.

Community: Become a wonderful addition to your local community.

a. Demonstrate an understanding of community education definitions and activities.

b. Participate in customer service training as it relates to community integration

c. Keep up to date community education contacts as directed.

d. Participate in cohesive team environment to ensure program success.

Working conditions

Office and Patient Coordinator will be exposed to virus, disease, infection from patients.

Physical requirements

While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This position required intermittent physical activity, including standing, walking, bending, kneeling, stooping and crouching as well as lifting, driving and supporting patients.

Direct reports

This position has no direct reports.

Education:

• High school diploma or equivalent required

Experience:

• Experience in providing care to adult psychiatric population, preferred
• Experience performing administrative or clerical duties, working with computers and electronic medical records.
• Knowledge of community resources for adult psychiatric population.