Patient Experience & Scheduling Coordinator

Birch Lake Eye Clinic; White Bear Lake (MN); On-site; USD 29,000 - 37,000; Full time

Benefits offered by this job

401(k) with Match

Employee Vision Discount Program

HSA/FSA

PTO

Paid Holidays

Job summary

Birch Lake Eye Clinic in White Bear Lake, Minnesota seeks a Patient Care Coordinator to support front desk operations, patient flow, and care-team coordination. You will greet patients, manage calls and emails, and optimize schedules for efficient visits.

The role emphasizes strong communication, meticulous data entry in EMR, insurance verification, and multitasking in a fast-paced clinic environment. On-site, full-time position with competitive benefits.

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.

Responsibilities

• 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.

Skills

Organization

Communication

Team collaboration

Attention to detail

Confidentiality

Multitasking

Education

High school diploma

Tools

EMR systems

Practice management software

Job description

Birch Lake Eye Clinic in White Bear Lake, Minnesota seeks a Patient Care Coordinator to support front desk operations, patient flow, and care-team coordination. You will greet patients, manage calls and emails, and optimize schedules for efficient visits.

The role emphasizes strong communication, meticulous data entry in EMR, insurance verification, and multitasking in a fast-paced clinic environment. On-site, full-time position with competitive benefits.