Medical Receptionist/ Patient Services Coordinator

Position Purpose

Healthcare begins long before a patient meets their provider. The Patient Services Coordinator serves as the first impression of the practice and helps ensure every patient receives an exceptional experience from the moment they schedule an appointment until they complete their visit. This role combines outstanding customer service with strong organizational skills, front-end Revenue Cycle Management responsibilities, patient navigation, and cross-trained operational support to help the practice deliver efficient, compassionate, and financially sustainable care.

Working closely with physicians, advanced practice providers, clinical staff, and administrative leadership, the Patient Services Coordinator plays an essential role in creating a welcoming environment while helping maintain smooth daily operations across both administrative and non-licensed clinical support functions.

This position is ideal for experienced healthcare professionals who enjoy helping people, thrive in fast-paced physician practices, embrace teamwork, and understand that excellent patient experiences begin with exceptional operational execution.

Why You’ll Love This Role

This position offers the opportunity to:

• Make a meaningful difference in patients’ lives every day.
• Become an essential member of a collaborative healthcare team.
• Develop expertise across multiple aspects of physician practice operations.
• Build advanced Revenue Cycle Management knowledge.
• Work directly alongside physicians and healthcare providers.
• Expand your professional skills through cross-training.
• Contribute ideas that improve patient care and operational excellence.
• Grow your healthcare career in an environment that values professionalism, compassion, and continuous improvement.

What Success Looks Like

Successful Patient Services Coordinators consistently:

• Create positive first impressions for every patient.
• Communicate professionally and compassionately.
• Anticipate patient needs before they become problems.
• Maintain exceptional attention to detail.
• Balance multiple priorities while remaining organized.
• Protect patient privacy and confidentiality.
• Take ownership of their responsibilities.
• Support teammates whenever assistance is needed.
• Learn new technology quickly.
• Remain calm under pressure.
• Help improve office workflows and patient satisfaction.
• Understand that every interaction represents the practice’s reputation.

What You’ll Do: Create an Exceptional Patient Experience

You will help create an environment where every patient feels welcomed, respected, informed, and cared for throughout their visit.

Responsibilities include:

• Welcome patients, families, and visitors professionally and warmly.
• Create a positive first impression during every patient interaction.
• Answer multi-line telephone systems promptly and professionally.
• Respond to patient questions with empathy and professionalism.
• Schedule appointments while optimizing provider schedules.
• Assist patients with registration and check-in.
• Coordinate patient check-out.
• Maintain reception and waiting areas.
• Communicate delays appropriately.
• Resolve routine patient concerns whenever possible.
• Escalate concerns requiring leadership or clinical intervention.

Support Revenue Cycle Excellence

Front-end Revenue Cycle Management is critical to the financial health of every physician practice. Your work helps ensure patients understand their financial responsibilities while reducing billing errors and claim denials.

Responsibilities include:

• Verify insurance eligibility and benefits.
• Verify demographic accuracy.
• Review referral requirements.
• Verify prior authorization requirements.
• Identify coordination of benefits issues.
• Obtain required patient documentation.
• Explain financial policies.
• Educate patients regarding deductibles, copayments, coinsurance, and self-pay responsibilities.
• Collect copayments.
• Collect deductibles.
• Collect outstanding patient balances.
• Collect self-pay amounts.
• Process payment plans according to practice policy.
• Accurately process cash, checks, and electronic payments.
• Balance daily collections.
• Maintain accurate financial documentation.
• Assist with denial prevention through accurate registration practices.
• Support Good Faith Estimate and patient financial transparency requirements where applicable.

Coordinate Patient Care

Help patients successfully navigate their care by serving as a communication bridge between providers, clinical staff, and patients.

Responsibilities include:

• Coordinate referrals.
• Assist with specialist scheduling.
• Coordinate diagnostic testing.
• Monitor electronic patient communications.
• Route clinical messages appropriately.
• Communicate provider instructions.
• Assist with appointment reminders.
• Coordinate follow-up appointments.
• Maintain accurate patient communication documentation.

Support Clinical Operations

Under appropriate supervision and consistent with applicable laws and practice policies, you may assist with delegated non-licensed clinical support activities, including:

• Escorting patients to examination rooms.
• Preparing examination rooms.
• Turning over rooms between patients.
• Recording height and weight.
• Recording BMI.
• Obtaining basic vital signs when permitted and appropriately trained.
• Updating medication lists.
• Updating allergy information.
• Updating medical and social histories.
• Completing standardized patient questionnaires.
• Preparing patient education materials.
• Chaperoning examinations when requested.
• Maintaining clinical supplies.
• Assisting with inventory management.
• Cleaning and preparing equipment.
• Supporting telehealth visits.
• Assisting with patient flow throughout the clinic.

Keep the Practice Running Smoothly

Healthcare is a team sport. Every employee contributes to operational excellence beyond their primary responsibilities.

You may assist with:

• Medical records management.
• Document scanning and indexing.
• Fax management.
• Incoming and outgoing correspondence.
• Mail distribution.
• Office supply inventory.
• General administrative support.
• Opening and closing procedures.
• Daily operational checklists.
• Technology troubleshooting at the user level.
• Process improvement initiatives.

Be a Team Player

Successful physician practices depend on teamwork. This position is intentionally cross-trained to support multiple operational areas and may be asked to assist wherever patient care or business operations require additional support.

Responsibilities include:

• Cross-covering teammates during absences.
• Assisting during periods of high patient volume.
• Learning additional operational workflows.
• Supporting new employee training.
• Participating in team meetings.
• Contributing ideas for operational improvement.
• Demonstrating professionalism and accountability.
• Maintaining flexibility as practice needs evolve.

What We’re Looking For

We’re seeking an experienced healthcare professional who enjoys working with people and understands how excellent front-office operations contribute to exceptional patient care.

Minimum qualifications include:

• High school diploma or equivalent.
• Minimum of three (3) years of recent experience in a physician practice, outpatient clinic, or ambulatory healthcare setting.
• Experience with patient scheduling and registration.
• Experience verifying medical insurance eligibility and benefits.
• Experience collecting patient financial responsibility at the time of service.
• Experience using Electronic Health Record (EHR) systems.
• Strong customer service and communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office and standard office technology.

Preferred Qualifications

Preference may be given to candidates with experience in:

• Primary Care
• Internal Medicine
• Family Medicine
• Specialty physician practices
• Behavioral Health
• Multi-provider medical groups
• Revenue Cycle Management
• Prior authorization processes
• Referral coordination
• Medical terminology
• eClinicalWorks, Epic, athenahealth, NextGen, or similar EHR platforms
• Bilingual communication skills
• Current Basic Life Support (BLS) certification or the ability to obtain certification within a specified period following hire, if required by the practice

Knowledge, Skills & Abilities

Successful candidates demonstrate:

• Exceptional interpersonal communication.
• Professional telephone etiquette.
• Strong organizational skills.
• Attention to detail.
• Critical thinking.
• Problem-solving abilities.
• Emotional intelligence.
• Customer service excellence.
• Financial accuracy.
• Adaptability.
• Professional judgment.
• Confidentiality.
• Time management.
• Teamwork.
• Continuous learning.

Physical Requirements

This position regularly requires the ability to:

• Sit, stand, and walk throughout the workday.
• Move throughout a medical office environment.
• Occasionally lift or move items weighing up to approximately 25 pounds.
• Use computers and standard office equipment for extended periods.
• Communicate effectively in person and by telephone.
• Read printed and electronic information.
• Perform repetitive hand and finger movements associated with keyboard use.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Environment

This position is performed in a professional outpatient healthcare setting with frequent interaction with patients, visitors, physicians, and healthcare staff. The work environment is fast-paced and requires frequent multitasking, adaptability, and professionalism. Employees may be exposed to communicable illnesses and are expected to follow all applicable infection prevention and workplace safety protocols.

Position Flexibility

Independent physician practices operate in dynamic healthcare environments where teamwork and cross-training are essential to maintaining exceptional patient care. Employees may be assigned additional duties consistent with their education, training, demonstrated competency, applicable federal and state law, and the operational needs of the practice. Nothing in this Position Standard is intended to limit management’s ability to assign responsibilities necessary to support patient care, business operations, or organizational success.

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About Transcend Functional Health PC

At Transcend Functional Health, we believe mental health care should feel personal, empowering, and deeply human. Located in the heart of Greenwood Village, we provide elevated psychiatric and wellness services in a calming, spa-inspired environment designed to help you feel comfortable from the moment you walk through our doors. Founded by Dr. Giron, our clinic blends evidence-based psychiatry with a functional and integrative approach to care. Whether you are navigating anxiety, depression, burnout, ADHD, hormonal concerns, or treatment-resistant conditions, our team focuses on understanding the full picture — not just symptoms — so you can achieve lasting wellness and improved quality of life. We offer thoughtful, relationship-driven care with advanced treatment options including Transcranial Magnetic Stimulation (TMS), personalized medication management, and holistic wellness support tailored to the needs of busy professionals, families, and individuals seeking a higher standard of care.