Job Title: Patient Care Coordinator Location: PsyFi TMS- 4444 W 76th St Suite 400, Edina, MN 55435 Job Type: Full-Time Position Summary: We are seeking a dependable, detail-oriented, and patient-focused Patient Care Coordinator to support both front desk operations and back-office clinical coordination in our busy medical practice. This role is ideal for someone with strong administrative experience in a healthcare setting and a desire to work in a collaborative environment where you'll wear many hats. From welcoming patients to coordinating prior authorizations, managing basic billing questions, handling credentialing tasks, and supporting medical records and lab workflows-this is a dynamic, high-impact position. Core Responsibilities: Front Desk Operations & Patient Check-in
- Warmly greet patients and visitors as the first point of contact
- Check patients in and out using the clinic's electronic health record (EHR) system
- Verify and update patient demographics and insurance information
- Collect and process co-pays and outstanding balances
- Ensure intake paperwork and consent forms are completed and scanned accurately
- Maintain a tidy and organized reception area
- Monitor and respond to voicemails, emails, and online appointment requests in a timely manner
- Manage appointment scheduling, cancellations, and reschedules, ensuring provider calendars are optimized
- Prepare daily appointment logs and end-of-day reports
Telephone and Communication Management
- Answer multi-line phones promptly and professionally
- Route calls to appropriate staff members or take detailed messages
- Provide patients with information regarding appointments, policies, or care coordination
Clinical & Administrative Support Duties Prior Authorizations (PAs)
- Complete and track medication and procedure prior authorizations with payers
- Follow up on pending authorizations and escalate issues as needed
- Communicate PA outcomes to providers and patients
Billing Support
- Act as the on-site liaison with our third-party billing company
- Help patients understand basic billing questions (copays, deductibles, account balances)
- Review insurance issues that arise during check-in or billing inquiries
Credentialing
- Maintain credentialing and re-credentialing documentation for all providers
- Complete payer applications, CAQH updates, and licensing renewals
- Coordinate with credentialing services and insurance companies as needed
Medical Records
- Process and fulfill medical records requests according to HIPAA regulations
- Scan, file, and organize patient documentation in the EHR
- Assist with release of information and chart reviews as necessary
Urine Drug Testing (UDT)
- Assist with urine collection in compliance with clinic procedures
- Label, document, and handle specimens according to chain-of-custody protocols
- Ensure accurate entry of lab orders and coordination with lab services
Qualifications:
- High school diploma or equivalent required; associate or bachelor's degree preferred
- Minimum 2 years of healthcare administrative/front desk experience required
- Familiarity with insurance plans, billing basics, and clinical workflows
- Experience with EHR systems (Athena, eClinicalWorks, etc.)
- Detail-oriented, organized, and comfortable managing multiple priorities
- Knowledge of HIPAA and patient confidentiality standards
- Professional and compassionate communication with patients from diverse backgrounds
- Ability to work independently and as part of a collaborative team
Preferred Skills:
- Experience with prior authorization portals (CoverMyMeds, Availity, etc.)
- Basic knowledge of medical coding and terminology
- Familiarity with credentialing databases (CAQH, PECOS)
- Comfort handling bodily fluid samples (UDT)