Patient Care Coordinator

Hearing Healthcare Associates Tri-Cities; Kennewick (WA); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Performance bonus eligibility

Health insurance

401k with company match

Paid time off

Job summary

Hearing Healthcare Associates Tri-Cities is seeking a reliable Medical Receptionist to manage the front desk, schedule appointments, and assist with intake and billing tasks. You will be the first point of contact for patients and work closely with the on-site clinicians to keep operations running smoothly.

The role requires a professional, patient-centered approach, HIPAA-compliant data handling, and the ability to collaborate with the front office team.

Qualifications

• Must be legally authorized to work in the United States and pass a comprehensive background check.
• High school diploma or equivalent.
• Minimum of 3+ years of recent, hands-on medical reception/front office experience in a clinic setting.

Responsibilities

• Greet patients and verify details at check-in; guide them through sign-in and intake.
• Answer calls, respond to emails/texts, and coordinate patient care with providers.

Skills

Communication skills

Attention to detail

Multitasking

Education

High school diploma or equivalent

Tools

EHR software

Job description

Schedule: Monday–Friday: 8:00 AM – 5:00 PM

Reports To: Clinic Owner

FLSA Status: Non-Exempt

Compensation: $22.00 – $26.00 per hour (Depending on Experience)

Job Type: Full-Time, Healthcare Administration, Front Office

Job Summary

We are seeking a dependable and welcoming Medical Receptionist to help manage our front desk and keep our clinic running smoothly. In this role, you will be the first point of contact for our patients, creating a warm environment while handling essential scheduling, intake, and billing tasks. This position requires a collaborative mindset as you support our doctors on-site and coordinate seamlessly with the front office team.

Who You Are & Why You Will Excel

This position is designed for a high-performing, self-assured professional who thrives in a dynamic environment and takes pride in executing daily operations with precision. We are looking for an office "quarterback"—someone with the administrative maturity to operate independently, elevate our patient experience, and confidently manage front desk flow. The ideal candidate values the structure of established policies and procedures, takes constructive direction from providers, and loves being an active part of a patient-centered team that is there to support you. Whether your background is in high-level medical reception or broader clinic administration, this role offers the opportunity to drive operational excellence every day while maintaining a critical, face-to-face connection with patients.

• Performance Bonus Eligibility
• Health Coverage: Company-sponsored health, dental and vision insurance
• 401k Retirement plan with company match
• Paid Time Off: vacation time, dedicated sick leave, and paid holidays

Key Responsibilities

Front Desk & Patient Services

• Patient Check-In: Greet patients warmly as they arrive, verify their details, and guide them through the sign-in process.
• Phone & Messages: Answer incoming calls, reply to emails and text messages, and reach out to patients to coordinate their care.
• Calendar Management: Book and organize appointments to keep the clinic schedule running efficiently for our providers.
• Waiting Area Environment: Maintain a clean, calm, and organized lobby and office to ensure a comfortable experience for patients.
• Cross-Clinic Care: Coordinate with our sister office when booking appointments to accommodate patients who visit both locations.
• Insurance & Authorization Processing: Manage specialized authorization workflows, utilizing recent experience with VA (Veterans Affairs), L&I (Labor and Industries), and other state or federal medical authorization processes.
• Insurance Verification: Confirm patient insurance coverage at each visit and help answer basic questions about out-of-pocket costs.
• Payment Processing: Secure necessary treatment authorizations and process payments via cash, check, or credit card.
• Data Entry: Keep client accounts updated by entering new personal, medical history, and billing details into our system.
• Product Assistance: Answer customer basic questions regarding supplies and devices.
• Financial Communication: Partner with the providers and billing department staff to ensure accurate billing and account tracking.

Office Administration

• Digital Records: Maintain digital files within our electronic medical records database while strictly following HIPAA privacy guidelines.
• Office Logistics: Sort and distribute mail, handle incoming deliveries, and organize documents required by the providers.
• File Management: Digitize physical folders and safely store medical devices that are ready for distribution.
• Clinical & Team Support: Prepare electronic patient record to assist providers with daily patient care and match standard procedures.

Qualifications & Requirements

• Legal Requirements: Must be legally authorized to work in the United States and successfully pass a comprehensive background check.
• Education: High school diploma or equivalent.
• Experience: Minimum of 3+ years of recent, hands-on experience within a medical practice or clinic setting as a medical receptionist, front office specialist, or medical office manager. Experience must be recent to ensure alignment with contemporary digital healthcare workflows, modern insurance tracking, and current compliance protocols.
• Authorization Knowledge: Direct, recent experience processing VA, L&I, and state/federal insurance authorization documentation is highly preferred.
• Technical Knowledge: Familiarity with basic medical terminology, health privacy laws (HIPAA), and electronic health records (EHR) software.
• Core Skills: Excellent communication and listening skills, high attention to detail for handling patient intake/updates, financial transactions, and a proven ability to multi-task under pressure.
• Reliability & Teamwork: Consistent, punctual attendance and a demonstrated ability to collaborate across offices and take direction from headquarters and providers.
• Travel: Ability to occasionally travel to our local sister branch location or out of state for professional training and strategic coverage.

Physical Requirements

• Sitting or standing at a desk for extended periods while using a computer and telephone.
• Clear vision for reading computer monitors and forms.
• Occasional light lifting of office supplies or packages.
• Working comfortably in a standard office setting with regular background noise from printers and ringing phones.
• Light vacuuming, dusting, sanitizing, and taking out garbages.