Patient Care Coordinator

Job Function: Patient Care Coordinator

Job Level: Individual Contributor

Employment Status: Full-time

Location: Woodhaven, Queens, NY

Job Summary

We are seeking a compassionate, organized, and proactive Patient Care Coordinator to join our team in Woodhaven, NY. This role is at the heart of the patient experience, serving as a key point of contact for patients while supporting the clinic's day-to-day operations.

The Patient Care Coordinator will help patients navigate their physical therapy journey, coordinate communication between patients and healthcare providers, assist with scheduling and insurance-related questions, and ensure that every patient feels welcomed, supported, and cared for.

The ideal candidate is an excellent communicator who is comfortable working in a fast-paced healthcare environment, has strong attention to detail, and genuinely enjoys helping others. Bilingual Spanish proficiency is required.

Key Responsibilities

Patient Care & Advocacy

Serve as a primary point of contact for patients, providing professional, compassionate, and responsive support throughout their care journey.

Advocate for patients by addressing questions, concerns, and needs in a timely and effective manner.

Assist patients in navigating the physical therapy process and provide guidance regarding appointments, treatment plans, and therapy goals.

Explain insurance coverage, benefits, copayments, coinsurance, deductibles, and other patient financial responsibilities.

Assist patients with scheduling, rescheduling, and appointment coordination.

Educate patients on their treatment plans, exercises, therapy goals, and expected outcomes within the scope of the role.

Maintain strict compliance with HIPAA and all applicable patient privacy and confidentiality requirements.

Coordinate with internal departments, healthcare providers, and external vendors to ensure timely updates and services.

Care Coordination & Clinic Support

Work closely with physical therapists and other healthcare professionals to promote seamless communication and continuity of patient care.

Communicate relevant patient information to therapists and appropriate clinic staff.

Partner with the Clinic Manager to improve workflows, enhance the patient experience, and support efficient clinic operations.

Assist with administrative and clinical support activities as appropriate based on training, qualifications, and clinic needs.

Provide support for pain management services or other clinical activities when needed and within the scope of training and qualifications.

Patient Experience

Create a warm, welcoming, and professional environment for every patient and visitor.

Engage positively with patients during therapy sessions, listen attentively to their concerns, and respond with empathy and professionalism.

Build strong relationships with patients and help foster a positive and supportive clinic environment.

Collect patient feedback and reviews to help identify opportunities for improving service quality and patient satisfaction.

Capture positive patient experiences on video, when appropriate and with proper authorization, to support the organization's patient engagement and communications efforts.

Consistently represent the organization's values, standards, and commitment to exceptional patient care.

Clinic & Facility Responsibilities

Maintain a clean, organized, safe, and welcoming clinic environment, including the front desk, waiting areas, therapy areas, bathrooms, kitchen, pool, and storage areas.

Regularly disinfect high-touch surfaces such as counters, door handles, seating areas, and other frequently used surfaces.

Keep therapy rooms organized and ensure equipment is cleaned, sanitized, and properly stored after each use.

Receive shipments, open deliveries, and restock supplies as needed.

Organize patient forms, brochures, and other materials at the front desk.

Assist with the assembly and setup of clinic furniture and equipment, including chairs, cabinets, tables, and beds, as needed.

Ensure trash and other waste are properly disposed of and that bins in common and clinical areas are emptied regularly.

Promptly identify and address spills, clutter, or other potential safety hazards.

Collect, wash, dry, and fold used towels and ensure clean towels are properly stored and available for patient use.

Collect patient financial responsibilities, including copayments, coinsurance, and deductibles, in accordance with established procedures, securely maintain collected funds, and provide them to the Clinic Manager on a weekly basis.

Qualifications

High school diploma or equivalent required.

Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred.

Previous experience in a physical therapy practice, medical office, rehabilitation facility, or healthcare setting preferred.

Bilingual in English and Spanish is required.

Strong verbal and written communication skills with a patient-focused and empathetic approach.

Excellent interpersonal skills and the ability to communicate effectively with patients, healthcare professionals, vendors, and administrative staff.

Strong organizational skills and attention to detail, particularly when managing appointments, patient information, records, and administrative responsibilities.

Working knowledge of medical terminology, health insurance processes, and HIPAA regulations preferred.

Ability to multitask, prioritize responsibilities, and remain organized in a fast-paced clinical environment.

Ability to work independently while also contributing effectively as part of a collaborative team.

Professional, dependable, compassionate, and service-oriented attitude.

Physical Requirements

Ability to stand and walk for extended periods throughout the workday.

Ability to move throughout the clinic and assist with routine patient and clinic needs.

Ability to assist patients as needed during therapy sessions within the scope of training and job responsibilities.

Minimal lifting may be required, including moving light equipment, supplies, or furniture.

Ability to perform routine cleaning, sanitizing, restocking, and facility-related tasks.

Ability to handle and transport laundry, including loading and unloading washers and dryers.

Tools & Technologies

Electronic Medical Records (EMR): WebPT

Office Productivity: Microsoft Office, Google Workspace

Communication: Email, instant messaging, and other digital communication platforms

What We're Looking For

We are looking for someone who is more than just organized — we're looking for a patient-focused team member who takes pride in creating a positive experience for every person who walks through our doors. If you are compassionate, dependable, bilingual in Spanish and English, and enjoy working in a hands-on healthcare environment, we'd love to hear from you.