Job Summary We are seeking a Patient Care Coordinator to support daily clinic operations on our team at Halo Skin Institute! The Patient Care Coordinator supports daily clinic operations at Halo Skin Institute by maintaining exceptional organization, clear communication, and high administrative accuracy. Reporting directly to the Office Manager, this position serves as the primary point of contact for front desk workflows, operational tasks, and patient check-ins. This role requires a strong commitment to providing excellent customer service to all patients while adhering to strict healthcare compliance, patient confidentiality rules, and clinical protocols. Key Responsibilities

• Greet and check in patients to foster an exceptional patient experience.
• Monitor daily schedules to ensure smooth clinic flow.
• Keep the front desk, lobby, and restroom facilities clean, organized, and presentable throughout the day.
• Answer incoming phone calls from patients, returning voicemails, and follow up efficiently on patient inquiries.
• Rescheduling all cancelled or no show patients, and rescheduling per patient's requests.
• Proactively following up on new referrals, schedule referrals, and future follow up calls.
• Recording interaction and phone calls accurately within the electronic system.
• Contacting new referrals, and managing digital referral queues daily.
• Sending referral status letters to referring providers.
• Proactively monitor and manage task boxes (New Referrals, Scheduled Referrals, No Follow-Up Scheduled, Cancelled / No Reschedule, and Future Follow-Up Calls), and scheduling follow ups as needed.
• Attempting to reschedule all canceled or no-show patients, track attempts, and escalate per clinic guidelines.
• Monitor, process, and clear the incoming e-fax inbox following clinic guidelines.
• Correctly label, categorize, and assign tasks for all securely uploaded scans and e-faxes —including pathology reports, lab reports, insurance authorizations, prior authorization requests, medication requests, and records requests.
• Review and prepare patient charts thoroughly for all upcoming appointments by keeping files organized attaching required reports. Experience
• High School Diploma required, Bachelor's degree preferred
• Previous experience in an office setting in the medical industry preferred Knowledge, Skills, and Abilities
• Experience in providing customer service.
• Ability to maintain a professional, friendly, and team-oriented demeanor with patients.
• Ability to execute high-volume scheduling, referral tracking, and document uploading with zero errors and strict adherence to clinic guidelines.
• Thorough knowledge of HIPAA guidelines and California privacy laws to maintain absolute patient confidentiality both during and after employment.
• Understanding of clinical operational boundaries, ensuring that medical questions are directed to providers and no medical advice is distributed.
• Skill in tracking multiple task categories, prioritizing complex referrals, and adhering to provider availability caps and Accutane timelines.
• Ability to operate and navigate practice technology, electronic devices, software, and communication tools responsibly and solely for business-related purposes.
• Ability to accurately file, label, and organize electronic records, with the understanding that e-faxed documents are proprietary and must never be deleted.

Physical Requirements Ability to remain in a stationary position (sitting or standing) at the front desk area for prolonged periods to greet visitors, answer phone lines, and perform administrative data entry. Physical capacity to regularly move about the office space to clear the e-fax machine, prepare and organize medical charts, monitor patient flow, and cross-coordinate with clinical staff. Continual operation of office computers, software programs, scanning devices, and phone systems, requiring manual dexterity to file documents properly and input precise textual data without deleting record components. Visual and auditory capacity to effectively listen, speak, and exchange highly accurate information with patients, family members, providers, and office supervisors during phone calls and face-to-face interactions. Ability to perform physical tasks required to clean, wipe down, organize, and maintain the daily professional appearance of the front desk workspace, patient waiting lobby, and shared restroom facilities. Ability to occasionally lift, position, or move office materials, charts, or cleanup supplies weighing up to 20 pounds.

Additional Details Pay:

$18-$25 per hour

Location:

Halo Skin Institute of Rocklin Type:

Hourly, Non-Exempt This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.

Pay:

$18.00 - $25.00 per hour

Benefits:

Paid training

Work Location:

In person