Patient Care Coordinator- PsyFi bei Healthcare Management Resources

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)