Patient Care Coordinator – Part-Time

Collaborative Health | Sprague Medical Corporation

San Marcos, California

Pay: $20–$22 per hour, based on experience

Schedule: Approximately 4–12 hours per week

Employment: Part-time, non-exempt W‑2

Collaborative Health, operated by Sprague Medical Corporation, is a growing primary care practice in San Marcos. Led by Dr. Tyler Sprague, the practice provides personalized, patient-centered care focused on helping adults achieve their optimal health and well-being.

Our small, collaborative team values thoughtful communication, dependable service, efficient operations, and strong relationships with patients and community partners.

Collaborative Health is seeking a friendly, organized, and resourceful Patient Care Coordinator to support patient communication, front-office operations, referral coordination, marketing, and community outreach.

The Patient Care Coordinator is often the first point of contact for patients and plays an important role in creating a welcoming, organized, and responsive experience. Because this role requires working independently in a small-practice environment, previous medical-office experience is required.

This position is well suited for someone who enjoys helping patients, improving how a small practice operates, and contributing creative ideas. The coordinator will have the opportunity to take ownership of meaningful projects and potentially expand their responsibilities and hours as the practice grows.

• Welcome patients and create a professional, positive front-desk experience
• Check patients in and confirm demographic, insurance, and medical-group information
• Schedule, confirm, reschedule, and coordinate appointments
• Manage the provider’s clinic calendar and coordinate patient follow-up
• Answer incoming calls and assist patients professionally and compassionately
• Monitor voicemail and route messages to the appropriate person
• Monitor incoming practice emails and respond or route them appropriately
• Communicate appointment instructions and follow up on required paperwork
• Respond to general administrative questions without providing medical advice
• Escalate clinical questions and symptom-related concerns to the physician
• Collect patient payments and provide receipts when applicable
• Coordinate with the physician to support efficient patient flow
• Maintain an organized and welcoming reception area
• Support scheduling and administrative workflows for primary care and Social Security disability examinations
  

• Process and track referrals from submission through completion
• Follow up on referral status and help resolve missing documentation
• Coordinate with specialists, health plans, IPAs, pharmacies, and outside medical offices
• Request, receive, and organize medical records
• Scan, upload, fax, and accurately file documents
• Assist with insurance verification and medical-group assignment
• Help patients navigate basic scheduling, referral, and insurance-related questions
• Maintain accurate records of pending tasks and follow-up needs
• Protect patient privacy and follow HIPAA requirements
  

• Assist with planning, creating, and scheduling social media content
• Create or update basic graphics, flyers, and patient-education materials
• Make routine website updates, including services, provider information, announcements, and events
• Help prepare and distribute email newsletters
• Gather practice updates, community news, and content ideas
• Maintain consistent branding and messaging across digital and printed materials
• Monitor basic engagement and recommend ways to improve outreach
• Assist with patient testimonials and online reviews in accordance with practice policies
  

• Help build relationships with community organizations, senior communities, insurance brokers, and referral partners
• Coordinate physician talks, community presentations, and outreach events
• Prepare outreach materials and follow-up communications
• Maintain organized contact lists for referral and community partners
• Identify appropriate local partnership and marketing opportunities
• Represent Collaborative Health professionally in community communications
  

• Identify opportunities to improve patient communication and office efficiency
• Help create and update templates, checklists, scripts, and standard operating procedures
• Organize referral, scheduling, record-request, and patient follow-up workflows
• Recommend practical improvements based on recurring patient or staff needs
• Help implement systems that improve consistency and reduce missed follow-ups
• Take initiative while communicating proposed changes with practice leadership

• At least one year of recent experience in a medical front-office, medical receptionist, or patient-coordination role
• Experience using an electronic health record (EHR) system, including scheduling, updating patient information, uploading records, and managing administrative workflows
• Familiarity with insurance verification, referrals, and medical-record workflows
• Excellent written and verbal communication skills
• Professional, compassionate, and patient-focused
• Strong customer-service, telephone communication, organization, and follow-through
• Comfortable handling calls, messages, documents, and competing priorities
• Ability to work independently after initial orientation
• Sound judgment and the ability to escalate clinical or sensitive matters appropriately
• Reliable availability on Tuesdays and Thursdays
• Ability to protect patient confidentiality and follow HIPAA requirements
  

• Medicare, HMO, IPA, and referral-authorization workflows
• Healthcare marketing or community outreach
• Social media management and content creation
• Canva or similar design platforms
• Website content management
• Email-marketing or newsletter platforms
• Developing workflows, templates, or office procedures
• Collecting patient payments or supporting basic medical-office billing
• Familiarity with medical terminology and primary-care workflows
• Experience working with diverse patient populations
  

• Approximately 4–12 hours per week
• Work will be scheduled primarily on Tuesdays and Thursdays during weekday business hours
• The position includes on-site patient coordination during clinic hours
• Approved remote work may include referral processing, patient follow-up, training, marketing, social media, newsletters, website updates, and other administrative projects
• Candidates with strong marketing and outreach skills may have opportunities for more consistent hours
• Additional hours and responsibilities may become available as the practice grows
• Hours vary based on the clinic schedule and business needs; no minimum number of hours is guaranteed
• All working time, including authorized remote work and training, must be accurately recorded
  

Help build a growing primary care practice where your ideas, initiative, and contributions are genuinely valued.