Patient Coordinator

Position Summary:

As a Patient Coordinator at Woven Care, you will be the essential link in maintaining efficient, high-performing schedules that directly support the care and development of our pediatric patients. This role is incredibly fast-paced, and is ideal for someone with a strong ability to prioritize, organize, and adapt to last-minute changes. You’ll bring a passion for helping others and an understanding of how daily operations contribute to long-term success, making decisions rooted in data and performance outcomes to ensure our services are accessible and impactful for the families we serve. 

Compensation and Benefits Information: 

• Base compensation: $21-$23/hour
• Performance-based bonuses
• Comprehensive benefits package including medical, dental, vision, 401(k) with company match
• Additional benefits include paid time off, professional development allowance, and flexible work arrangements

Essential Duties and Responsibilities:

• Optimized Scheduling: Proactively manage patient schedules, including daily and weekly appointment coordination, recurring and follow-up appointments, and re-evaluations. Monitor and adjust schedules to maximize service and availability and ensure seamless continuity of care.
• Last-Minute Adjustments: Respond to cancellations and no-shows quickly and efficiently, filling open slots with waitlisted or make-up appointments whenever possible. Engage with families to reschedule missed sessions, aiming to minimize gaps in therapy.
• Data-Driven Decisions: Use data insights to guide scheduling practices, analyze patterns, and make informed adjustments that align with high performance and organizational goals. Apply outcome-based thinking to optimize schedules and contribute to the clinic’s operational success.
• Effective Communication: Confidently communicate with families regarding attendance policies, financial responsibilities, and insurance coverage, ensuring transparency and professionalism in every interaction. Approach challenging conversations with empathy, patience, and clarity.
• High-Performance Standards: Strive to meet or exceed scheduling efficiency and patient engagement goals, continuously evaluating and improving scheduling practices to support Woven Care’s standards for quality and accessibility in care.
• Confidentiality and Compliance: Ensure all patient interactions and record-keeping adhere to confidentiality and healthcare compliance guidelines, supporting Woven Care’s commitment to ethical and patient-centered care.

Minimum Qualifications:

• Education: High School diploma or equivalent required; Bachelor’s degree in a related field preferred.
• Experience: Prior experience in healthcare or a role focused on scheduling, prioritization, and managing client relationships is highly valued.
• Skills:
  • Organizational Agility: Strong ability to manage multiple priorities with a focus on scheduling accuracy, productivity, and proactive adjustments to meet patient needs.
  • Analytical Mindset: Proficient in using data to make scheduling decisions, drive continuous improvement, and meet performance targets.
  • Effective Communication: Skilled at having clear, professional conversations with families to ensure they understand attendance and payment policies and are supported in adhering to their therapy plan.
  • Resilience and Adaptability: Thrives in a dynamic environment, capable of adapting to sudden changes in scheduling and proactively finding solutions to maintain service continuity.
  • Team-Oriented: Collaborative and dedicated to contributing to a high-energy, focused team that is committed to excellence in patient support.

Schedule:

• 40 hours per week. Your specific schedule will depend on your location and may follow a float schedule. Possible options include:

  • Monday through Thursday, 7:45 am to 5:45 pm
  • Tuesday through Friday, 7:45 am to 5:45 pm
  • Monday through Thursday, 7:45 am to 4:45 pm, plus Friday, 7:45 am to 11:45 am

Physical Requirements:

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

At Woven Care, we've intentionally built a culture that embraces challenges: we're driven by excellence while encouraging fun (we do work with kids, after all!). We believe deeply in the day-to-day impact of our work while also providing opportunities for long-term career growth and leadership opportunities for our team members. We offer real flexibility and manageable workloads for our team, while supporting our mission through collaboration and connection. We think this is what makes Woven Care such a special place to work and why such special people choose to work with us!

Equal Employment Opportunity: We are an equal opportunity employer and do not discriminate based on race, color, religion, national origin, sex, age, disability, or any other status protected by law. Woven Care uses e-Verify to authorize eligibility for employment.