Patient Coordinator Admin

Napa Center Inc.; Austin (TX); On-site; USD 42,000 - 66,000; Full time

Job summary

NAPA Center Inc. in Austin is seeking an Admin Patient Coordinator to manage patient documentation, maintain records, and support front desk tasks.

You will greet clients, process intakes, handle inquiries, verify insurance, maintain EMR records, and ensure confidentiality while delivering high-quality customer service. This role requires strong organizational skills, attention to detail, and the ability to collaborate with families and staff to keep clinic operations running smoothly.

Qualifications

• Bachelor’s degree with 1-2 years’ experience in office manager-related work.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and able to learn new software quickly.
• Strong organizational skills with the ability to manage multiple tasks and adjust priorities as needed.
• Experience with electronic medical records (EMR) systems.
• Problem-solving skills to handle scheduling conflicts and find solutions.

Responsibilities

• Greet clients and visitors, offering assistance and clinic tours to new weekly and intensive clients.
• Process patient intakes, ensuring all required documentation is complete and accurate.
• Respond to patient inquiries and concerns, providing timely follow-up and excellent customer service.
• Maintain and update patient records in compliance with confidentiality and data protection regulations.
• Assist in collecting, organizing, and verifying patient documentation, including consent forms and insurance information.
• Manage billing and copay collection, ensuring proper documentation and follow-up as needed.
• Track and maintain patient prescription records, ensuring renewals are processed before expiration.
• Support insurance verification and authorization processes in collaboration with the billing team.
• Monitor and maintain front desk administrative systems, including kiosk use and appointment tracking.
• Communicate with families regarding administrative needs, appointment confirmations, and required paperwork.
• Assist in tracking front desk trends and compiling data for management review.
• Take initiative in identifying and implementing administrative improvements to enhance clinic efficiency and patient experience.
• Foster a welcoming and supportive environment by building rapport with clients and families.

Skills

MS Office

EMR systems

Organizational skills

Customer service

Communication

Education

Bachelor’s degree

Tools

EMR systems

Job description

Position Overview: The Admin Patient Coordinator plays a key role in managing patient documentation, maintaining accurate records, and supporting front office administrative tasks as a member of the front desk team. The Admin ensures smooth clinic operations by keeping all necessary information up to date and accessible for patients, families, and staff. This position requires being a high level of organization, attention to detail, and flexibility to ensure a seamless patient experience while maintaining NAPA’s high standard of customer service.

Responsibilities

• Greet clients and visitors, offering assistance and clinic tours to new weekly and intensive clients.
• Process patient intakes, ensuring all required documentation is complete and accurate.
• Respond to patient inquiries and concerns, providing timely follow-up and excellent customer service.
• Maintain and update patient records in compliance with confidentiality and data protection regulations.
• Assist in collecting, organizing, and verifying patient documentation, including consent forms and insurance information.
• Manage billing and copay collection, ensuring proper documentation and follow-up as needed.
• Track and maintain patient prescription records, ensuring renewals are processed before expiration.
• Support insurance verification and authorization processes in collaboration with the billing team.
• Monitor and maintain front desk administrative systems, including kiosk use and appointment tracking.
• Communicate with families regarding administrative needs, appointment confirmations, and required paperwork.
• Assist in tracking front desk trends and compiling data for management review.
• Take initiative in identifying and implementing administrative improvements to enhance clinic efficiency and patient experience.
• Foster a welcoming and supportive environment by building rapport with clients and families.
• Uphold NAPA’s values of professionalism, respect, and confidentiality in all interactions and responsibilities.

Requirements

• Bachelor’s degree with 1-2 years’ experience in office manager-related work
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and able to learn new software quickly.
• Strong organizational skills with the ability to manage multiple tasks and adjust priorities as needed.
• Experience with electronic medical records (EMR) systems.
• Problem-solving skills to handle scheduling conflicts and find solutions.
• Personable and professional, able to communicate effectively with patients, families, therapists, and staff.
• Excellent customer service skills with a compassionate and patient-focused approach.
• Comfortable working with children in a fast-paced clinical setting.

Physical Demands

Good physical health and fitness, including the ability to frequently perform, daily, the following movements over a 6–8-hour period without experiencing pain or abnormal fatigue:

• Lift, push or pull up to and including 50 pounds with hands and wrists as therapeutic handling is manually intensive
• Independently pivot or standing transfer dependent patients up to 85 pounds
• Independently offer contact guard assistance for ambulatory patients of up to 125 pounds
• Maintain extended periods of standing and/or sitting on the floor for up to 7 hours per day

Company Values

All NAPA Center employees must demonstrate the company’s core values which include:

• Love – NAPA’s foundation is grounded in the deep love parents have for their children. Together, we strive to infuse kindness and care into our actions and words, creating a supportive community built upon love.
• Hope – We believe in the potential of every child and are committed to offering unwavering support to our families, guiding them toward success, and inspiring hope.
• Share – We strive toward progress and connection through continuous collaboration among team members, as well as with our clients and their families.
• Grow – Embrace evolution, active engagement, and perpetual pursuit of knowledge from our clients, colleagues, and industry. By doing so, we are committed to providing the most advanced and effective therapy, ensuring the continual improvement of our services.