Patient Coordinator

Title: Patient Coordinator
Practice: Midwest Oral Maxillofacial & Implant Surgery
Location: Arnold, MO
Hours: M, T & Th, F 7:30am -4:00pm. Half Day Wed 7:30am – 12:00pm

Position Purpose

The Patient & Surgical Coordinator is a key member of the practice team responsible for managing a high volume of patient interactions, phone calls, scheduling, and front-office responsibilities while also supporting the coordination and scheduling of surgical care.

This role works closely with patients, providers, and clinical team members to ensure recommended procedures are accurately scheduled and patients understand the administrative and financial requirements associated with their care. The position requires a strong understanding of insurance benefits, deductibles, co-pays, and patient responsibility but does not conduct formal financial consultations or independently develop treatment plans.

Essential Functions

Patient Coordination & High-Volume Support

• Manage a high volume of incoming and outgoing patient calls while maintaining a professional and patient-focused experience.
• Greet patients and assist with check-in and check-out processes.
• Schedule and confirm consultations, procedures, postoperative visits, and follow-up appointments.
• Monitor provider schedules, cancellations, and appointment availability to support efficient schedule utilization.
• Respond to patient questions regarding appointments, practice procedures, insurance requirements, and next steps.
• Maintain accurate and up-to-date patient information within the electronic health record (EHR) and practice management systems.
• Coordinate referrals, imaging, diagnostic information, and other required documentation.
• Verify insurance information and assist with prior authorization requirements.
• Collect co-pays, deductibles, outstanding balances, and other patient payments as appropriate.

Surgical Scheduling & Coordination

• Schedule surgical procedures based on the treatment and recommendations established by the surgeon.
• Review scheduling requirements with patients and coordinate appropriate procedure dates and follow-up appointments.
• Ensure required documentation, imaging, authorizations, and other pre-surgical requirements are completed or coordinated prior to the procedure.
• Communicate scheduling instructions and administrative next steps to patients.
• Coordinate with surgeons and clinical team members regarding scheduling needs, changes, or patient-specific requirements.
• Follow up with patients who have not scheduled recommended procedures and assist with identifying and resolving scheduling or administrative barriers.
• Maintain accurate documentation of surgical scheduling activity and patient communication.
• Adjust schedules as appropriate based on provider direction, patient needs, and practice availability.

Insurance & Patient Financial Support

• Demonstrate a working knowledge of insurance benefits, deductibles, co-pays, and patient financial responsibility.
• Verify insurance information and communicate applicable co-pays, deductibles, and other established patient responsibilities.
• Answer general patient questions regarding insurance benefits and payment requirements within the scope of the position.
• Escalate detailed financial consultations, complex insurance questions, and treatment financing discussions to the appropriate team member.
• Accurately collect and document patient payments.

Communication & Patient Experience

• Serve as a liaison between patients, surgeons, clinical staff, and front-office team members.
• Communicate clearly and professionally with patients regarding scheduling, insurance requirements, and next steps.
• Maintain a high standard of customer service while managing multiple priorities and a high volume of patient interactions.
• Address patient concerns and escalate clinical, financial, or service-related issues when appropriate.
• Help maintain efficient patient flow and a positive experience throughout the practice.

Qualifications

Education

• High school diploma or equivalent required.

Experience

• Previous healthcare, dental, or oral surgery experience required.
• Strong patient coordination, scheduling, or front-office experience required.
• Minimum of one year of experience supporting treatment coordination, surgical scheduling, or a similar patient care coordination function preferred.
• Experience working in a high-volume patient environment strongly preferred.
• Working knowledge of insurance benefits, deductibles, co-pays, prior authorizations, and patient responsibility.
• Experience with EHR or dental/medical practice management systems preferred.

Performance Requirements

• Excellent organizational and multitasking abilities.
• Ability to effectively manage a high volume of patient calls, appointments, and scheduling needs.
• Strong verbal and written communication skills.
• Strong understanding of patient scheduling and insurance terminology.
• Detail-oriented with a high degree of accuracy.
• Approachable, professional, and patient-focused demeanor.
• Ability to work independently while collaborating closely with providers and clinical teams.
• Ability to prioritize competing responsibilities in a fast-paced environment.
• Sound judgment and ability to recognize when patient questions should be escalated to clinical, financial, or management team members.

• We offer Medical, Dental, and Vision Insurance plans to our full-time employees.
• Two out of the three medical plans offered include Health Savings Account (HSA) eligibility.
• Company-paid Life, AD&D and Long-Term Disability coverage.
• Additional Voluntary Life and AD&D Insurance for you and your family!
• Voluntary Short-Term Disability Insurance available to you as well
• Dependent Care Flexible Spending Account (FSA) offered.
• Immediately begin saving for retirement through our 401(k) starting with very first paycheck!
• Employer 401(k) contribution and Profit Sharing after six months of employment
• PTO and 8 Paid holidays for fulltime employees!

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work.  This is not an exhaustive list of all duties and responsibilities.  OPS’s management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.