Optometric Communications Coordinator - Fishers, IN

Eyetastic Services, LLC; Fishers (IN); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Comprehensive training

Growth opportunities

Work-life balance

Job summary

Eyetastic Services, LLC is seeking a Patient Communication Coordinator to join its Patient Experience team. You will be the first point of contact for patients, handling calls with empathy, providing information, and scheduling appointments across multiple locations using our EHR system.

In this role you will coordinate referrals, manage changes and cancellations, document outcomes, and support leadership by identifying recurring issues.

Qualifications

• Strong verbal communication and organizational skills.
• Ability to multitask in a fast-paced environment.
• Experience with EHR and appointment scheduling preferred.

Responsibilities

• Answer incoming calls promptly and empathetically.
• Provide accurate information about services and scheduling process.
• Schedule appointments (exams, follow-ups, specialty visits) via EHR.
• Coordinate provider schedules across locations to optimize clinic flow.
• Manage changes, cancellations, and reschedules efficiently.
• Support referral calls by collecting and relaying key information.
• Place reminder calls/messages and document outcomes in systems.
• Identify recurring issues and report to leadership.
• Resolve scheduling conflicts with a proactive, solutions-focused mindset.
• Uphold patient privacy and HIPAA compliance.

Skills

Patient-first customer service

Phone and written communication

Active listening

Problem-solving

Scheduling and prioritization

Team collaboration

Job description

A boutique eye care practice is seeking a dedicated Patient Communication Coordinator to join its dynamic Patient Experience team. As the first point of contact for patients and families, this role is essential in ensuring a warm, professional, and helpful experience with every call.

About the Role:

The Patient Communication Coordinator is responsible for handling all incoming calls to the call center, providing information, scheduling appointments, coordinating referrals, and resolving patient concerns with empathy and professionalism. This individual represents the practice and supports its mission to provide exceptional care and service.

Key Responsibilities:

• Answer incoming calls promptly and empathetically, using active listening to understand patient needs and route or select calls appropriately.
• Provide accurate information about services, appointment processes, and what patients can expect.
• Schedule patient appointments (exams, follow-ups, specialty visits, urgent cases) using electronic health records (EHR) and scheduling tools.
• Coordinate schedules across multiple providers and locations to optimize daily clinic flow.
• Manage changes, cancellations, and reschedules efficiently to maintain access and minimize downtime.
• Support referral calls by collecting and communicating key information with referring offices.
• Place reminder calls/messages and document all call outcomes accurately in practice systems.
• Identify and report recurring issues or bottlenecks to leadership.
• Resolve scheduling conflicts and patient concerns with a proactive, solutions-focused mindset.
• Uphold patient privacy and confidentiality in accordance with HIPAA and company policies.

Core Skills:

• Patient-first customer service mindset
• Clear, professional phone and written communication
• Active listening and call control
• Problem-solving and conflict resolution
• Scheduling strategy and prioritization
• Team collaboration and accountability

Work Schedule:

Full-time (up to40 hours perweek) in a call center environment, supporting multiple practice locations and provider schedules.

Benefits:

• Competitive pay: $18- $25, depending on relevant experience,plus benefits
• Comprehensive optometry and customer service training
• Supportive, collaborative team environment
• Growth and advancement opportunities
• Engaging workplace committed to work-life balance

Requirements:

• Strong and friendly verbal communication skills
• Exceptional organizational skills and attention to detail
• Ability to multitask in a fast-paced environment
• Comfort with computers and learning new systems (EHR, scheduling platforms, email)
• Empathy and discretion in handling sensitive patient situations

Preferred:

• 1-2+ years in a healthcare office, scheduling, patient access, or call center environment
• Experience with EHR and appointment scheduling
• Familiarity with discussing fees, payment options, or insurance basics
• Customer service experience in healthcare, retail, hospitality, or similar fields