Job Details

Job Summary

The Patient Care Coordinator is one of the most important roles in the clinic.

You are the person who helps turn a new patient into a scheduled patient, a scheduled patient into a cared-for patient, and a great patient experience into a reason people keep coming back and refer others.

Your role is to:

Keep the clinic moving. Keep patients taken care of. Keep the schedule full.

You will own the front-desk experience, scheduling, patient communication, administrative accuracy, and service education. You will work closely with providers and clinic leadership to remove bottlenecks, solve problems, and create an experience patients remember for the right reasons.

This is not a “sit at the front desk and answer the phone” job. We are looking for someone who takes ownership, sees what needs to be done, and gets it done without waiting to be told.

What You'll Own

1. The Patient Experience

• Be the first and last impression patients have of Peak Performance Physical Therapy.
• Create a professional, welcoming, and positive experience every time.
• Answer questions and solve problems quickly and professionally.
• Communicate clearly with patients, providers, referral sources, and teammates.
• Make patients feel informed, valued, and taken care of.

2. The Schedule

• Own the schedule and help maximize provider availability.
• Keep appointments organized, accurate, and filled.
• Confirm appointments and proactively reduce avoidable cancellations and no-shows.
• Follow up quickly with referrals and new patients to get evaluations scheduled.
• Identify open spots and scheduling opportunities before they become lost revenue.
• Work with the clinical team to address scheduling challenges and bottlenecks.

3. Patient & Service Education

• Help patients understand the services and programs available through Peak Performance.
• Clearly explain available options, pricing, scheduling, and next steps.
• Identify opportunities to connect patients with additional services that may benefit their overall experience.
• Communicate services professionally and ethically while following company policies and applicable healthcare requirements.
• Help patients understand the value of continuing their relationship with Peak Performance.

4. Administrative Accuracy

• Collect accurate demographic, insurance, referral, and billing information.
• Ensure required information is complete before services are provided.
• Process patient payments accurately and timely.
• Maintain accurate records and documentation.
• Complete administrative tasks that keep the clinic running efficiently.
• Protect confidential patient information.

5. Clinic Performance

• Understand that the front desk has a direct impact on clinic performance.
• Look for ways to improve scheduling, patient retention, communication, and efficiency.
• Bring problems forward with potential solutions—not just complaints.
• Take ownership of assigned responsibilities from start to finish.
• Support clinic leadership in achieving operational and patient experience goals.

6. Compliance & Professionalism

• Follow HIPAA, privacy requirements, company policies, payer requirements, and applicable laws and regulations.
• Maintain patient confidentiality.
• Know when an issue needs to be escalated to a provider or leader.
• Never provide clinical advice or make treatment decisions outside the scope of the role.
• Represent Peak Performance and its values professionally at all times.
• Perform other duties as needed to support the success of the clinic.