Patient Care Coordinator

Company Description

Wellness Haus is a state-of-the-art medical and wellness clinic located in the heart of the Forest Hill Village in Toronto. We are committed to enhancing your health and quality of life through cutting-edge medicine. Our team of expert doctors, nurse practitioners, and nurses are dedicated to providing the most advanced techniques and technologies to help you achieve your wellness goals.

At Wellness Haus, we offer a comprehensive range of in-clinic and virtual services, focusing on four key areas: preventative medical care, nutrition and weight loss, skin health, and longevity. Our holistic approach ensures personalized care tailored to your unique needs, empowering you to optimize your health and live your best life.

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Summary

The Patient Care Coordinator plays a central role in delivering an exceptional patient experience while supporting the clinical workflow of our medical team. This role manages the day-to-day operations of patient flow, administrative duties, and coordination of our medical care programs. In addition, the Patient Care Coordinator provides direct support to our physicians, nurse practitioners, and nurses by preparing clinical documents, managing referrals, organizing patient records, and ensuring seamless communication between all areas of the clinic.

This is a full-time, in-clinic role, working primarily Monday to Friday.

Job Duties

Day-to-Day Patient Experience

• Collaboratively works as a team with all departments and team members
• Provide professional customer service to all existing and new patients
• Confirm, schedule, and manage patient appointments
• Check in patients for scheduled appointments
• Set up treatment rooms and support clinicians during procedures as needed
• Greet all patients, suppliers, and visitors in a professional and friendly manner
• Monitor phone calls and patient concierge/info emails
• Ensure the timely flow of patients through the clinic
• Respond to patient questions, concerns, and complaints in a tactful and courteous manner
• Maintain strict confidentiality of all patient information
• Ensure EMR records are updated, accurate, and organized
• Confirm and follow up on patient billing and ensure payment completion prior to testing/appointments
• Maintain the general cleanliness and organization of the clinic
• Other duties as assigned

Clinical Workflow & Medical Team Support

• Prepare, organize, and upload all clinical documents, lab reports, imaging results, and consultation summaries to the EMR
• Support physicians, nurse practitioners, and nurses by managing and routing documentation in a timely manner
• Process and submit all outbound medical referrals (specialists, imaging, labs, diagnostic testing, allied health, etc.)
• Track referral statuses and follow up with external providers or patients as needed
• Assist clinicians by ensuring patient charts are complete and ready prior to consultations
• Coordinate prescription requests with clinicians and pharmacies
• Manage incoming faxes, clinical documents, and results; ensure timely review by the appropriate clinician
• Follow up with patients regarding results, next steps, and upcoming appointments as directed
• Support medical programs (e.g., weight loss, hormone therapy, longevity programs) by preparing program materials and monitoring scheduling requirements
• Assist with inventory management for clinical supplies and ensure treatment rooms remain fully stocked
• Work closely with clinicians to identify workflow improvements and enhance the patient experience

Qualifications

• 2+ years of experience in Administration with a medical background
• Above average technical skills, comfortable working with an EMR
• Exceptional customer service and interpersonal skills
• Dependable and punctual with excellent attendance
• Ability to prioritize and self-manage workload
• Strong verbal and written communication skills
• Strong critical thinking, problem-solving, and decision-making skills
• Strong organizational skills, detail-oriented and successful multi-tasker
• Ability to work in a fast-paced, team environment
• Weekend and holiday coverage availability
• High level of compassion and empathy

Skills

• Proficient in Google Docs and Sheets
• Superior patient service skills, confidentiality, and a professional demeanor
• Self-motivated with the ability to work independently while following procedures
• Ability to prioritize and seamlessly manage multiple tasks
• Excellent interpersonal skills and the ability to work in a team
• Highly effective organizational, documentation, and communication skills