Patient Care Coordinator - Dillman Clinic & Lab

Medical Receptionist
Location: Dillman Clinic & Lab

Work Schedule: Monday-Friday: 8:00 AM - 5:00 PM

Location: Dillman Clinic & Lab

At Dillman Clinic & Lab, we pride ourselves on our outstanding reputation for delivering high-quality patient care. Our clinic consistently receives stellar reviews, thanks to our unwavering commitment to excellence and our team of dedicated professionals. We believe in providing an environment where healthcare providers experience job satisfaction and autonomy, empowering them to make a real difference in the lives of our patients. 

Our focus on quality care is exemplified by our leadership, which includes a double-boarded Internal Medicine/Pediatrics physician who brings a wealth of knowledge and expertise to our practice. This ensures that our patients receive comprehensive, top-tier care across all age groups.  We also boast a moderate complexity lab on-site to ensure timely lab results while the patient is still in clinic and can have a meaningful conversation with the medical staff during their appointment.  

• Patient Reception and Greeting:
  
  
  
  • Greet all patients and visitors warmly as they enter the clinic, ensuring a welcoming and comfortable environment.
  
  
  • Check-in patients upon arrival, confirming personal information, appointment details, and insurance coverage.
  
  
  • Provide patients with necessary forms, including patient intake forms, consent forms, and insurance paperwork, as needed.
  
  
  • Assist patients with completing forms accurately, ensuring that all required information is provided.
  
  
  
  


• Appointment Scheduling and Coordination:
  
  
  
  • Answer phones and manage incoming calls with professionalism, directing calls to the appropriate staff members when necessary.
  
  
  • Schedule new and follow-up appointments, ensuring that appointments are made in accordance with doctor availability and patient preferences.
  
  
  • Confirm patient appointments in advance, including reminders via phone, text, or email.
  
  
  • Reschedule or cancel appointments as needed, ensuring proper documentation and communication with patients.
  
  
  • Assist patients in coordinating follow-up care or specialist referrals by scheduling subsequent appointments with appropriate healthcare providers.
  
  
  
  


• Insurance Verification and Billing Support:
  
  
  
  • Verify and update patient insurance information, ensuring accuracy before appointments and processing claims efficiently.
  
  
  • Assist patients in understanding their insurance coverage, co-pays, and payment responsibilities.
  
  
  • Process co-pays and manage the collection of patient payments, including cash, credit/debit cards, and insurance billing.
  
  
  • Manage patient billing inquiries and direct any billing disputes or complex concerns to the billing department or office manager.
  
  
  • Maintain a secure and organized system for billing and payment records, ensuring patient confidentiality in compliance with HIPAA regulations.
  
  
  
  


• Patient Records Management:
  
  
  
  • Enter patient information into the electronic health record (EHR) system accurately and efficiently.
  
  
  • Update and maintain patient files, including personal details, medical history, insurance information, and appointment history.
  
  
  • Ensure proper handling of sensitive medical data and documentation in accordance with HIPAA guidelines.
  
  
  • File and retrieve medical charts and records, ensuring they are readily accessible for providers.
  
  
  
  


• Patient Communication:
  
  
  
  • Respond promptly to patient inquiries, both in-person and via phone or email, providing accurate information or referring them to the appropriate clinical staff as needed.
  
  
  • Address patient concerns with professionalism and empathy, ensuring a positive patient experience.
  
  
  • Assist in conveying messages between patients and healthcare providers, ensuring clear communication.
  
  
  • Assist patients with obtaining test results, prescription refills, or clarification on medical instructions as directed by healthcare providers.
  
  
  
  


• Front Office Organization:
  
  
  
  • Maintain an organized and clean reception area, ensuring that the waiting room is neat and welcoming at all times.
  
  
  • Monitor the waiting room for patient flow, ensuring that patients are seen on time and making adjustments as needed in coordination with clinical staff.
  
  
  • Keep track of patient wait times and ensure that patients are informed of any delays.
  
  
  • Prepare and maintain office supplies, including patient forms, brochures, and educational materials.
  
  
  
  


• Support for Clinical and Administrative Staff:
  
  
  
  • Assist medical staff with patient flow and documentation, ensuring that patients are prepared for their appointments.
  
  
  • Coordinate with clinical team members to ensure smooth transitions for patients from the front desk to exam rooms.
  
  
  • Work with the office manager to ensure smooth daily operations and assist with additional administrative tasks as needed.
  
  
  • Help with the coordination of special clinic events or campaigns, such as flu shot clinics, health screenings, and community outreach programs.
  
  
  
  


• Compliance and Confidentiality:
  
  
  
  • Ensure compliance with clinic policies, HIPAA regulations, and other relevant privacy laws regarding patient information.
  
  
  • Safeguard sensitive medical and financial information, ensuring that all records are kept secure and confidential.
  
  
  • Participate in ongoing training regarding privacy policies and medical office procedures to maintain compliance with regulations.
  
  
  
  


• Handling Administrative Tasks:
  
  
  
  • Assist in managing clinic inventory by keeping track of office supplies and medical forms, ordering replacements as needed.
  
  
  • Organize and manage incoming and outgoing mail, faxes, and emails, ensuring that communications are handled appropriately.
  
  
  • Help with the preparation of reports, documents, and correspondence as requested by management or clinical staff.
  
  
  • Perform miscellaneous administrative duties such as filing, data entry, and document scanning as required.
  
  
  
  


• Team Collaboration:
  
  
  
  • Work closely with medical staff, including doctors, nurses, and medical assistants, to ensure smooth patient flow and effective communication.
  
  
  • Assist with training and mentoring new front desk staff or medical assistants.
  
  
  • Participate in team meetings and collaborate on improving office efficiency, patient satisfaction, and clinic procedures.