Patient Care Coordinator

MLM Hearing, LLC; Buffalo (NY); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

401(k) with matching

Health, dental, and vision insurance

Life insurance -employer paid

AD&D option

Critical Illness

Hospital Indemnity

STD & LTD

Paid time off

Employee discounts

Job summary

MLM Hearing, LLC in Williamsville, NY is seeking a Patient Care Coordinator to welcome patients, manage scheduling, verify insurance, and coordinate daily clinic operations to ensure smooth patient flow. Ideal candidates bring extensive medical front desk experience, superb communication, multitasking ability, and a service-oriented mindset to support hearing care providers and patient journeys.

This full-time role offers a Monday–Thursday schedule, a pay range of $18–$20 per hour with monthly

Qualifications

• Provide first contact for scheduling appointments and inquiries.
• Experience in medical front desk and hearing industry a plus.
• Strong administrative and patient service focus.

Responsibilities

• Provide the first contact for patients who call or come in to schedule an appointment or inquire about our services.
• Screen calls, identify better hearing candidates and facilitate excellent service by providing the information necessary to secure an appointment.
• Schedule and confirm appointments and conduct outbound retention calls to patients.
• Coordinate provider’s schedule and ensure smooth flow of patient care in the office.
• Check patients in/out, collect payments, track revenue and accounting activities.
• Maintain daily/weekly/monthly reports and respond to office requests.
• Verify patient information, billing/insurance data, and maintain patient charts.
• Work with insurance and workers comp to facilitate authorizations.
• Handle a variety of administrative tasks and office supply inventory.
• Verify hearing aids/repairs status and manage inventory.
• Support grassroots marketing with physician packets and recall letters.
• Track marketing calls and inquiries from initial contact to sale.
• Open/close office daily and maintain reception area.
• Provide training support for other location front office staff.

Skills

Strong computer skills

Excellent interpersonal skills

Excellent oral and written comms

Basic accounting understanding

Strong customer service

Excellent organizational skills

Ability to manage multiple tasks

Detail oriented

Front desk medical experience

Education

High school diploma or GED

10+ years medical office management experience

Tools

Word processing

Database software

Job description

As a Patient Care Coordinator (PCC), you will be the welcoming face of our clinic, creating exceptional experiences for every patient who walks through our doors. In this role, you will oversee daily clinic operations, build strong patient relationships, understand and address patients' hearing healthcare needs, and help ensure the continued success and growth of the practice.

What You’ll Do

• Greet and screen patients to determine how we can best support them
• Answer questions about services and promotions
• Spot potential leads and keep patient flow running smoothly
• Manage scheduling, daily office tasks, and financial and administrative duties
• Handle insurance verification, inventory, and patient records
• Partner with clinic and home office teams to support operations
• Assist with marketing efforts, events, outreach, and patient retention activities

Who Thrives in This Role

• Eager learners whose career is centered around working in a medical practice
• Strong multi-taskers with solid problem-solving skills
• Punctual, reliable professionals
• Individuals who genuinely love helping others in the medical industry while running a thriving practice

Why It’s Rewarding

You’re not just managing an office, you’re making a meaningful difference by helping patients feel supported, understood, and cared for throughout their journey to better hearing health.

Job Type

Full Time, 4 days a week, Monday - Thursday, 8 hr days. No Weekends

Location

Williamsville, NY

Compensation

• $18.00 - $20.00 an hour, Pay is commensurate with experience and qualifications
• Monthly Bonus Opportunities

Essential Duties and Responsibilities

• Provide the first contact for patients who call or come in to schedule an appointment or inquire about our services.
• Screen calls, identify better hearing candidates and facilitate excellent service by providing the information necessary to secure an appointment.
• Schedule and confirm appointments and conduct outbound retention calls to patients.
• Coordinate provider’s schedule and ensure the smooth and efficient flow of patient care while in the office.
• Check patients in and out, collect and record payments, track revenue and accounting activities to include: end of day close, bank deposits, posting of charges, entering invoices, payments and insurance claim processing.
• Maintain all daily, weekly and monthly reports and tracking documents. Respond to home office requests in a timely manner.
• Verify patient information, billing/insurance data, collect and process documentation and maintain patient charts to include the filing of all patient records.
• Work with insurance and workers compensation agencies to facilitate authorizations and benefit verification.
• Responsible for a variety of administrative tasks such as typing, filing, office supply inventory, and mail.
• Verify the status of and checking in hearing aids and repairs and track/maintain product inventory.
• Work with the hearing care provider on grassroots marketing efforts that may include compiling physician packets, coordinating educational seminars, and sending recall letters.
• Track marketing calls and inquiries from initial contact through the point of sale
• Responsible to open and close the office on a daily basis and ensure the reception area is well maintained.
• Training support for other location front office staff, as may be appropriate.

Education and Experience Requirements

• A minimum of 10 years of medical office management experience
• Experience with front desk in the hearing industry is a plus
• High school diploma or equivalent (GED)

Required Skills

• Strong computer skills
• Experience with word processing and database software.
• Excellent interpersonal skills that allow effective working relationships with a diverse, patient, colleague, and vendor population. This includes listening, sales and problem-solving skills.
• Excellent oral and written communication skills.
• Basic understanding of accounting procedures and good math aptitude.
• Strong customer service orientation.
• Excellent organizational skills.
• Ability to manage multiple tasks within strict deadlines.
• Ability to input and track sales revenues and balance accounts daily and monthly.
• Detail oriented.
• Front desk medical experience required.

Physical Demands

• Ability to handle a busy office with interruptions, calls, walk-ins and direct the flow of the office with efficiency and grace.
• Must be able to pick up after an interruption to complete tasks that require focus.
• Must be able to lift boxes up to 20 pounds.

Benefits

• 401(k) with matching
• Health, dental, and vision insurance
• Life insurance -employer paid
• Option to purchase additional life insurance - AD&D
• Critical Illness
• Hospital Indemnity
• STD & LTD
• Paid time off
• Employee discounts