Patient Care Coordinator

AEG Vision; Rockford (IL); On-site; USD 34,000 - 45,000; Full time

Benefits offered by this job

401(k) with Match

Medical/Dental/Vision/Life/STD/LTD

Employee Vision Discount Program

HSA/FSA

PTO

Paid Holidays

Job summary

AEG Vision in Rockford, IL is seeking a Patient Care Coordinator to manage front desk operations, patient flow, and schedule optimization across the care team.

The role requires proactive communication, accurate EMR maintenance, insurance verification, and collaboration with clinicians to ensure a high-quality patient experience throughout visits.

Qualifications

• High school diploma or equivalent.
• Basic computer literacy and ability to learn EMR.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to maintain patient confidentiality.

Responsibilities

• Greet patients, customers, and vendors in a friendly, professional manner; primary contact for patient interactions.
• Answer calls, respond to inquiries, and manage email or digital communications promptly.
• Schedule patient appointments and optimize provider schedules, handle cancellations and reschedules.
• Execute appointment confirmations and reminders to reduce no-shows.
• Verify insurance eligibility and patient demographics before appointments; maintain EMR data.
• Explain insurance coverage, benefits, and patient financial responsibilities.
• Prepare patient charts and documents ahead of visits to support flow.
• Record charges, co-pays, and payments in EMR; manage balances and claims.
• Run reports to ensure charges are billed and up to date.
• Monitor daily patient flow and provider schedules; adjust to minimize bottlenecks.
• Communicate wait times and next steps to patients to maintain a positive experience.
• Coordinate with clinical and optical teams to ensure smooth transitions.
• Support patient retention through follow-up, recalls, and reactivation for ongoing care.
• Keep front office organized, clean, and patient-ready.
• Perform other duties as needed by Practice Manager or Optometrist.

Skills

Organizational skills

Communication skills

Interpersonal skills

Attention to detail

Confidentiality

Education

High school diploma or equivalent

Tools

EMR systems

Job description

Description

About AEG:

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.

Qualifications

• 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
• Medical/Dental/Vision/Life/STD/LTD
• 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