Patient Care Coordinator
Job Description
About Our Client
Our Client is a growing primary care practice in San Marcos. The practice provides personalized, patient-centered care focused on helping adults achieve their optimal health and well-being.
Our small, collaborative team values thoughtful communication, dependable service, efficient operations, and strong relationships with patients and community partners.
Position Summary
Our Client is seeking a friendly, organized, and resourceful Patient Care Coordinator to support patient communication, front-office operations, referral coordination, marketing, and community outreach.
The Patient Care Coordinator is often the first point of contact for patients and plays an important role in creating a welcoming, organized, and responsive experience. Because this role requires working independently in a small-practice environment, previous medical-office experience is required.
This position is well suited for someone who enjoys helping patients, improving how a small practice operates, and contributing creative ideas. The coordinator will have the opportunity to take ownership of meaningful projects and potentially expand their responsibilities and hours as the practice grows.
Patient Coordination and Front-Desk Support
Welcome patients and create a professional, positive front-desk experience
Check patients in and confirm demographic, insurance, and medical-group information
Schedule, confirm, reschedule, and coordinate appointments
Manage the provider's clinic calendar and coordinate patient follow-up
Answer incoming calls and assist patients professionally and compassionately
Monitor voicemail and route messages to the appropriate person
Monitor incoming practice emails and respond or route them appropriately
Communicate appointment instructions and follow up on required paperwork
Respond to general administrative questions without providing medical advice
Escalate clinical questions and symptom-related concerns to the physician
Collect patient payments and provide receipts when applicable
Coordinate with the physician to support efficient patient flow
Maintain an organized and welcoming reception area
Support scheduling and administrative workflows for primary care and Social Security disability examinations
Referral and Administrative Coordination
Process and track referrals from submission through completion
Follow up on referral status and help resolve missing documentation
Coordinate with specialists, health plans, IPAs, pharmacies, and outside medical offices
Request, receive, and organize medical records
Scan, upload, fax, and accurately file documents
Assist with insurance verification and medical-group assignment
Help patients navigate basic scheduling, referral, and insurance-related questions
Maintain accurate records of pending tasks and follow-up needs
Protect patient privacy and follow HIPAA requirements
Marketing and Communications
Assist with planning, creating, and scheduling social media content
Create or update basic graphics, flyers, and patient-education materials
Make routine website updates, including services, provider information, announcements, and events
Help prepare and distribute email newsletters
Gather practice updates, community news, and content ideas
Maintain consistent branding and messaging across digital and printed materials
Monitor basic engagement and recommend ways to improve outreach
Assist with patient testimonials and online reviews in accordance with practice policies
Community Outreach and Practice Growth
Help build relationships with community organizations, senior communities, insurance brokers, and referral partners
Coordinate physician talks, community presentations, and outreach events
Prepare outreach materials and follow-up communications
Maintain organized contact lists for referral and community partners
Identify appropriate local partnership and marketing opportunities
Represent Our Client professionally in community communications
Workflow Improvement
Identify opportunities to improve patient communication and office efficiency
Help create and update templates, checklists, scripts, and standard operating procedures
Organize referral, scheduling, record-request, and patient follow-up workflows
Recommend practical improvements based on recurring patient or staff needs
Help implement systems that improve consistency and reduce missed follow-ups
Take initiative while communicating proposed changes with practice leadership
Required Qualifications
At least one year of recent experience in a medical front-office, medical receptionist, or patient-coordination role
Experience using an electronic health record (EHR) system, including scheduling, updating patient information, uploading records, and managing administrative workflows
Familiarity with insurance verification, referrals, and medical-record workflows
Excellent written and verbal communication skills
Professional, compassionate, and patient-focused
Strong customer-service, telephone communication, organization, and follow-through
Comfortable handling calls, messages, documents, and competing priorities
Ability to work independently after initial orientation
Sound judgment and the ability to escalate clinical or sensitive matters appropriately
Reliable availability on Tuesdays and Thursdays
Ability to protect patient confidentiality and follow HIPAA requirements
Preferred Experience
Medicare, HMO, IPA, and referral-authorization workflows
Healthcare marketing or community outreach
Social media management and content creation
Canva or similar design platforms
Website content management
Email-marketing or newsletter platforms
Developing workflows, templates, or office procedures
Collecting patient payments or supporting basic medical-office billing
Familiarity with medical terminology and primary-care workflows
Experience working with diverse patient populations
Schedule and Work Arrangement
Approximately 4-12 hours per week
Work will be scheduled primarily on Tuesdays and Thursdays during weekday business hours
The position includes on-site patient coordination during clinic hours
Approved remote work may include referral processing, patient follow-up, training, marketing, social media, newsletters, website updates, and other administrative projects
Candidates with strong marketing and outreach skills may have opportunities for more consistent hours
Additional hours and responsibilities may become available as the practice grows
Hours vary based on the clinic schedule and business needs; no minimum number of hours is guaranteed
All working time, including authorized remote work and training, must be accurately recorded
Why Work With Us?
Help build a growing primary care practice where your ideas, initiative, and contributions are genuinely valued.
We’re proud of the investments we’ve made in our team, having grown from four to 1000 employees and evolving into one of the leading recruitment and staffing solution providers in the industry. Our recruiters and account managers are passionate about connecting qualified professionals with the right positions in small, medium, and large companies.
Our Services
W3Global understands the natural ups and downs of an organization’s staffing needs. We are continuously adapting to industry and economic changes to find the right candidates.
We specialize in placing permanent, direct, contract, and temporary positions for companies of any size. Our recruiting services include sourcing, recruiting, screening, interview management, salary negotiations, training, and onboarding.
We are committed to helping organizations redefine their recruitment process by delivering our SaaS-based proprietary application tracking system software.
Our Expertise
W3Global has been delivering staffing solutions for nearly two decades; we know which recruiting strategies work best. Our expert team is committed to developing a customized solution to fit your company’s unique needs.
As a W3Global client, you’ll also receive personalized assistance from a seasoned team of staffing specialists. We are committed to providing both technical support and industry expertise to simplify the hiring process. We know that your time matters. W3Global will help you streamline the hiring process, getting it done and getting it right.
