Patient Coordinator & Scheduling

Job Overview

We are seeking a highly organized, customer-focused, and detail-oriented New Patient Coordinator & Scheduling Specialist to join our growing healthcare team. This role is responsible for managing incoming new patient inquiries, patient registration, appointment scheduling, and chart creation to ensure a seamless patient onboarding experience.

The ideal candidate has excellent communication skills, thrives in a fast-paced medical environment, and is committed to delivering exceptional patient service while maintaining accuracy and efficiency. This individual will play a key role in ensuring patients are scheduled with the appropriate provider, all registration information is complete, and appointment workflows are managed effectively.

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Work Schedule

• Full-Time
• Monday to Friday
• Office Hours (Eastern Standard Time – EST)

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Key Responsibilities

Incoming Calls & New Patient Scheduling

• Answer all incoming new patient calls professionally, courteously, and efficiently.
• Obtain patient demographic information, insurance details, and the reason for the visit.
• Triage patients based on their diagnosis, symptoms, or chief complaint to ensure they are scheduled with the appropriate provider and clinic location.
• Schedule appointments accurately according to provider availability, office protocols, and scheduling guidelines.
• Address patient inquiries while providing a positive and professional customer experience.
• Escalate urgent scheduling concerns or patient issues to management when appropriate.

Patient Registration

• Create new patient charts within the Electronic Medical Record (EMR) system.
• Enter complete and accurate demographic information.
• Upload insurance cards, identification, and any required documentation.
• Verify insurance eligibility when applicable.
• Ensure all registration information is complete and accurate prior to the patient's appointment.
• Maintain confidentiality and HIPAA compliance when handling patient information.

Zocdoc Appointment Management

• Monitor Zocdoc throughout the business day for new appointment requests.
• Transfer all Zocdoc appointments into the EMR promptly.
• Create charts for all new Zocdoc patients.
• Enter patient demographics, insurance information, and appointment details accurately into the EMR.
• Contact patients when additional information is required before their appointment.
• Ensure Zocdoc schedules and the EMR remain synchronized throughout the day.

Documentation & Coordination

• Maintain accurate patient records and appointment information.
• Communicate scheduling conflicts or patient concerns to management immediately.
• Coordinate with providers and office staff to ensure efficient scheduling workflows.
• Support daily administrative tasks as assigned to maintain smooth clinic operations.

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Performance Expectations

• Deliver exceptional customer service during every patient interaction.
• Maintain professionalism, accuracy, and efficiency throughout the workday.
• Ensure all new patient charts are complete prior to scheduled appointments.
• Schedule patients with the most appropriate provider based on their condition and office protocols.
• Keep Zocdoc and the EMR synchronized and up to date at all times.
• Promptly communicate scheduling conflicts, patient concerns, or workflow issues to management.
• Consistently meet productivity and quality expectations while maintaining attention to detail.

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Qualifications

Required

• Excellent verbal and written English communication skills.
• Strong organizational, multitasking, and time-management abilities.
• High attention to detail and accuracy.
• Ability to work efficiently in a fast-paced medical office environment.
• Professional, dependable, and customer-service oriented.
• Ability to work independently while collaborating effectively with the healthcare team.
• Basic computer proficiency and the ability to quickly learn new software systems.

Preferred

• Previous experience in a medical office, healthcare administration, medical reception, or patient scheduling role.
• Experience working with Electronic Medical Records (EMR/EHR).
• Familiarity with insurance verification processes.
• Experience using online scheduling platforms such as Zocdoc.

• Bilingual (English/Spanish) is strongly preferred to better serve our diverse patient population.

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Training & Onboarding

Comprehensive training will be provided, including:

• EMR (ModMed) navigation and documentation
• Patient registration and chart creation

• Insurance verification procedures

• Prior authorization portals and third-party websites
• PCP referral processes

• Zocdoc scheduling and appointment management
• Appointment scheduling protocols and workflow management

• Phone etiquette and patient communication

• Office policies, procedures, and daily operational workflows

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What Success Looks Like

• New patient calls are handled professionally and efficiently.
• Patients are accurately triaged and scheduled with the appropriate providers.
• Patient charts are complete, accurate, and prepared before appointments.
• Zocdoc appointments are transferred promptly and maintained accurately within the EMR.
• Scheduling conflicts and patient concerns are resolved proactively.
• Patients receive an outstanding experience from their first interaction with the practice.
• Administrative workflows remain organized, accurate, and efficient.

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Ideal Candidate Profile

 

The ideal candidate is proactive, detail-oriented, and enjoys helping patients navigate the healthcare process. They are an excellent communicator who remains calm under pressure, manages multiple priorities efficiently, and takes ownership of ensuring every patient receives a smooth and professional scheduling and registration experience.