Patient Care Coordinator

GATEWAY EYE ASSOCIATES; Pittsburgh (Allegheny County); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

401(k) with Match

Employee Vision Discount Program

HSA/FSA

PTO

Paid Holidays

Job summary

Gateway Eye Associates seeks a Patient Care Coordinator to manage front desk operations, patient flow, and schedule optimization across the care team. You’ll greet patients, verify insurance, schedule visits, enter data in EMR, collect co-pays, and support billing to reduce no-shows.

Work is on-site in a fast-paced ophthalmology setting, focusing on patient experience, confidentiality, and seamless office operations. Collaboration with providers is essential to ensure timely appointments.

Qualifications

• High school diploma or equivalent.
• Basic computer literacy and ability to learn EMR and practice management systems.
• Strong organizational and communication skills with attention to patient-centered service.
• Ability to work collaboratively across teams in a fast-paced environment.

Responsibilities

• Greet patients and serve as the primary contact for interactions.
• Answer calls, respond to inquiries, and manage emails professionally.
• Schedule appointments and optimize provider schedules.
• Confirm and remind appointments to reduce no-shows.
• Verify insurance and enter demographics in EMR accurately.
• Communicate coverage and patient financial responsibility clearly.
• Prepare charts and documentation ahead of visits.
• Collect charges, co-pays, and payments in EMR; support billing.
• Run reports to ensure charges are billed and up to date.
• Coordinate with clinical and optical teams for smooth transitions.
• Support retention through recalls and follow-ups.
• Maintain an organized, patient-ready front desk environment.

Skills

Organizational skills

Verbal and written communication

Interpersonal skills

Multi-tasking

EMR familiarity

Education

High school diploma

Tools

EMR

Job description

At AEG, we're building something bigger than great eye care, we're creating careers, developing leaders, and making a meaningful difference in the communities we serve.

You'll join a team that:

• Invests in leadership development and internal growth.
• Believes people and performance go hand in hand.
• Values collaboration, authenticity, and continuous learning.
• Celebrates wins, supports challenges, and grows together.

About the role

At AEG, we believe great patient experiences begin with great teams. As a Patient Care Coordinator you are responsible not only for front desk operations, but also for supporting patient flow, schedule optimization, and seamless coordination across the care team.

The ability to anticipate needs, communicate clearly, and proactively manage the daily schedule helps ensure an efficient, high-quality experience for every patient.

• Greet patients, customers, and vendors in a friendly, professional, and welcoming manner; serve as the primary point of contact for patient interactions.
• Answer telephone calls, respond to inquiries, and manage email or digital communications in a timely and professional manner.
• Schedule patient appointments while supporting provider schedule optimization, including managing cancellations, reschedules, and same-day fill opportunities.
• Execute appointment confirmation and reminder processes to reduce no-show rates and ensure patients are prepared for their visit.
• Verify insurance eligibility and patient demographics prior to appointments; accurately enter and maintain complete information in EMR.
• Maintain a clear understanding of insurance plans and effectively communicate coverage, benefits, and patient financial responsibility.
• Prepare patient charts and required documentation in advance of visits to support efficient patient flow.
• Collect and document all charges, co-pays, and payments into EMR; allocate balances appropriately and support claim preparation and submission.
• Run reports and review accounts to ensure all charges are billed, filed, and up to date.
• Monitor daily patient flow and provider schedules to identify bottlenecks, delays, or overlaps; communicate and adjust as needed to support efficient patient flow.
• Proactively communicate with patients regarding wait times, delays, and next steps to maintain a positive experience.
• Coordinate with clinical and optical teams to ensure smooth patient transitions and continuity of care throughout the visit.
• Support patient retention efforts through follow-up, recall, and reactivation outreach, including annual and medically necessary appointments.
• Assist in maintaining an organized, clean, and patient-ready front office environment.
• Perform other duties as needed and as assigned by the Practice Manager, Assistant Practice Manager and/or Optometrist.

Requirements

• High school diploma or equivalent.
• Basic computer literacy and ability to learn practice management systems (EMR).
• Strong organizational skills with attention to detail and ability to manage multiple priorities.
• Strong communication skills (verbal and written) with a focus on patient-centered service.
• Strong interpersonal skills and ability to work collaboratively across teams.
• Ability to proactively identify issues and contribute to solutions in a fast-paced environment.
• Must be able to maintain patient and practice confidentiality.

Full Time Employee Benefits

• 401(k) with Match
• Employee Vision Discount Program
• HSA/FSA
• PTO
• Paid Holidays

Physical Demands

• Ability to utilize office equipment
• Prolonged sitting, standing, and walking
• Ability to lift up to 10 lbs

Full Time / Part Time

Full-time

Work Location

On-Site

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