Patient Services Coordinator

Wachusett Healthcare; Valley Cottage (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Wachusett Healthcare is seeking a Patient Services Coordinator to serve as the central point at the nurse station and front desk, creating a smooth, welcoming environment for patients, residents, families, staff and visitors.

The role blends receptionist, ward clerk, and service coordination duties, supporting daily operations, admissions, and clerical tasks with a focus on resident engagement and confidentiality.

Qualifications

• Associate degree or higher preferred.
• Relevant certifications, training, or equivalent experience may be considered in lieu of a degree.
• Experience in healthcare settings preferred.
• Strong communication, organizational, and interpersonal skills.
• Ability to prioritize, multitask, and work independently.
• Computer proficiency including EMR and Microsoft Office preferred.

Responsibilities

• Greet visitors and direct them appropriately, following sign-in procedures.
• Coordinate admissions, resident paperwork, and environmental checks.
• Maintain unit records, census lists, and logs.
• Assist with dining, activities, and outside appointments.
• Provide cross-coverage for other Patient Services Coordinators.

Skills

Communication

Organization

Interpersonal skills

Flexibility

Multitasking

Independent work

Education

Associate degree or higher

Tools

EMR

Microsoft Office

Job description

Position Summary

The Patient Services Coordinator serves as the central point of coordination at the nurse station/front desk, ensuring a smooth, organized, and welcoming environment for patients, residents, families, staff, and visitors.
This role integrates receptionist, ward clerk, and service coordination responsibilities, supporting daily unit operations, clerical functions, admissions support, and resident engagement. The Coordinator plays a key role in maintaining efficient workflow, communication, organization, and a high standard of customer service throughout the facility.
This position reports to Nursing Supervisors, the Director of Nursing (DON), and Administration.

Key Responsibilities: Front Desk & Reception

• Greet visitors, engage them and direct them appropriately, following sign-in procedures
• Answer and route all incoming calls professionally
• Maintain a clean, organized, front desk and lobby
• Serve as a central point of contact for Nursing
• Assist residents and families with inquiries
• Maintain confidentiality of all information
• Support emergency response procedures

Clerical & Unit Coordination

• Maintain unit records, census lists, and logs
• Perform filing, copying, scanning into EMR, and data entry in a timely manner
• Support nursing staff with administrative tasks
• Maintain communication boards and tracking tools as directed by the DON, Nurse Manager, Administrator, or designee
• Assume primary and/or backup responsibility for designated Medical Records functions, including record maintenance, chart organization, scanning, filing, retrieval, tracking, and related duties.
• Ensure all residents/patients have proper ID band and matching room identifier, upon admission, room change and throughout patients stay.
• Coordinate appointments and transportation
• Order supplies and assist with gathering information for specialized supply orders
• Complete daily environmental and safety rounds
• Provide cross-coverage and support for other Patient Services Coordinators, Medical Records personnel, clerical staff, and departmental functions as operational needs require.
• Perform additional duties, special projects, and responsibilities as assigned by Nursing Supervisors, the Director of Nursing, Administrator, or designee.
• Work a flexible schedule, including every other weekend and periodic 11:00 PM–7:00 AM coverage as assigned.

Belongings & Admission Support

• Prepare PCC and admission materials for all new admissions
• Ensure timely completion and signing of admission agreements
• Ensure resident property sheet is completed and scanned,
• Conduct environmental checks of all rooms post-discharge and pre-admission, ensuring removal of former residents’ belongings and proper room preparation for new admissions, ensuring all vacant rooms are new admission ready within hours.
• Greet all new admissions as close to arrival as possible and maintain a log
• Complete satisfaction surveys at intervals as determined by the Admissions Director and/or Administrator

Tours & Family Interaction

• Conduct facility tours

Resident Support

• Assist with dining and activities
• Schedule and coordinate all aspects of residents’ outside appointments
• Support day and evening dining service
• Engage residents in quality of life enrichment throughout the day informally and formally in the reception area.

Service Excellence

• Maintain organization and cleanliness
• Promote professionalism and teamwork
• Associate degree or higher preferred.
• Relevant certifications, specialized training, coursework, or equivalent experience in healthcare administration, medical records, admissions, customer service, clerical operations, resident services, business administration, unit coordination, or related fields may be considered in lieu of a degree.
• Experience in healthcare, skilled nursing, rehabilitation, hospital, medical office, hospitality, or customer service settings preferred.
• Strong communication, organizational, and interpersonal skills.
• Demonstrated flexibility, adaptability, and willingness to provide cross-coverage and support multiple operational functions and departments.
• Ability to prioritize, multitask, and work independently in a fast-paced environment.
• Computer proficiency, including electronic medical records and Microsoft Office applications, preferred.

This position is not all-inclusive and may include additional duties as needed.