Patient Care Coordinator

Company DescriptionWellness 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.Find us on the web: https://www.wellnesshaus.com/SummaryThe 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 DutiesDay-to-Day Patient ExperienceCollaboratively works as a team with all departments and team membersProvide professional customer service to all existing and new patientsConfirm, schedule, and manage patient appointmentsCheck in patients for scheduled appointmentsSet up treatment rooms and support clinicians during procedures as neededGreet all patients, suppliers, and visitors in a professional and friendly mannerMonitor phone calls and patient concierge/info emailsEnsure the timely flow of patients through the clinicRespond to patient questions, concerns, and complaints in a tactful and courteous mannerMaintain strict confidentiality of all patient informationEnsure EMR records are updated, accurate, and organizedConfirm and follow up on patient billing and ensure payment completion prior to testing/appointmentsMaintain the general cleanliness and organization of the clinicOther duties as assignedClinical Workflow & Medical Team SupportPrepare, organize, and upload all clinical documents, lab reports, imaging results, and consultation summaries to the EMRSupport physicians, nurse practitioners, and nurses by managing and routing documentation in a timely mannerProcess 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 neededAssist clinicians by ensuring patient charts are complete and ready prior to consultationsCoordinate prescription requests with clinicians and pharmaciesManage incoming faxes, clinical documents, and results; ensure timely review by the appropriate clinicianFollow up with patients regarding results, next steps, and upcoming appointments as directedSupport medical programs (e.g., weight loss, hormone therapy, longevity programs) by preparing program materials and monitoring scheduling requirementsAssist with inventory management for clinical supplies and ensure treatment rooms remain fully stockedWork closely with clinicians to identify workflow improvements and enhance the patient experienceQualifications2+ years of experience in Administration with a medical backgroundAbove average technical skills, comfortable working with an EMRExceptional customer service and interpersonal skillsDependable and punctual with excellent attendanceAbility to prioritize and self-manage workloadStrong verbal and written communication skillsStrong critical thinking, problem-solving, and decision-making skillsStrong organizational skills, detail-oriented and successful multi-taskerAbility to work in a fast-paced, team environmentWeekend and holiday coverage availabilityHigh level of compassion and empathySkillsProficient in Google Docs and SheetsSuperior patient service skills, confidentiality, and a professional demeanorSelf-motivated with the ability to work independently while following proceduresAbility to prioritize and seamlessly manage multiple tasksExcellent interpersonal skills and the ability to work in a teamHighly effective organizational, documentation, and communication skills