At Woven Care, we pride ourselves on being the foremost pediatric healthcare provider, offering a comprehensive range of services including occupational, physical, speech, and behavior therapy. Established in 2005, our dedicated clinicians have consistently delivered excellent pediatric care in a collaborative environment. Our culture values excellence, continued improvement, integrity, and working as ONE TEAM. Woven Care is committed to building the strongest team so we can expand services and deliver high-quality results for our patients.

Position Summary: The Patient Coordinator (PC) is responsible for maintaining client schedules, answering phones, and performing administrative responsibilities by performing the duties listed below.

The Patient Coordinator (PC) is the "face" of our children’s therapy clinics and uses their administrative skills to impact the lives of our patients and their families. PCs will manage patient and therapist schedules, complete clerical activities to support office operations and be the main point of contact for patients and families. FPC is integral to the success of all our clinics and overall, as an organization.

Essential Duties and Responsibilities of the PC:

• 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 voicemails, 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.

• Demonstrates strong intuition to solve problems
• Shows up with high energy and motivation to exceed expectations
• Proven demonstration of integrity
• Clear and effective communicator
• Lives out the Woven Care core values and mission statement in everyday interactions
• Proficient computer and clerical skills including Microsoft Excel, Word, and PowerPoint
• Excellent organization, time management, communication, and interpersonal skills
• Excellent customer relationship skills

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

• Minimum Education level required: High school diploma
• Medical Scheduling experience is highly preferred
• Bilingual English/Spanish is preferred

• Comprehensive benefits: Medical, dental, vision, 401(k) match, paid time off
• A challenging yet rewarding work experience creating an impact on the lives of children in our community alongside a strong community of passionate team members
• Performance-based rewards for stellar individual and team contributions
• Professional development through working with the Chief of Staff

• Travel is required for this role. This team member must travel to various locations in Colorado Springs.
• Monday - Friday: 40 hours

• $16.50 - $23.50/hour
• Compensation for the role will depend on several factors, including a candidate’s qualifications, skills, competencies, and experience, and may fall outside of the range shown

If you want to help change the trajectory of a child's life, apply today. We are hiring right NOW. Joe Ancona, our Hiring Manager, will reach out shortly after you apply.