Website HCIArkansas Healthy Connections, Inc.


The Patient Care Coordinator works as part of the medical office team performing those clerical duties necessary to prepare patients for a visit, to arrange for payment, and to make reappointments when necessary. Duties include but are not limited to telephone answering, making appointments, preparing electronic charts, sliding fee and third-party payment information, faxing, scanning, and collecting fees.

Specific Duties and Responsibilities:

  • Patient Relations:
  • Primary to check patients in upon arrival for an appointment and initial contact for all walk-in traffic.
  • Ensures that proper documentation is included for that day’s visit as required by HCI’s policies.
  • Copy insurance cards and maintain current insurance documentation in paper and electronic record.
  • Primary to check-out each patient for which charges have been generated. This includes scheduled patients and walk-in patients that are seeking prescription or other services.
  • Maintains accurate check-out time and ensure follow-up appointments are scheduled according to the preference indicated by the patient/provider.
  • Staff Relations/Team Building:
  • Participates in meetings and in-services given by the Center.
  • Helps to implement goals, objectives, policies, procedures, and systems such as Patient Centered Medical Home (PCMH), Meaningful Use (MU), and other programs or objectives for HCI.
  • Supports and helps to achieve HCI’s clinical and business work plan in accordance with standards required to meet Patient Centered Medical Home recognition and other programs or objectives for HCI.
  • Develop collaborative relationships with other departments, services, and community health care agencies to facilitate and support quality care.
  • Administrative Duties:
  • Ensure that schedule flow is optimized by checking in patients, and entering demographic patient profiles into the practice management software in a timely manner with an emphasis on keeping the providers on schedule.
  • Responsible for ensuring that the front desk has adequate assistance during peak appointment times or anytime that the patient load requires a third staff member to effectively handle the volume of patients, with emphasis on keeping the providers on schedule and optimizing patient satisfaction.
  • Responsible for data entry, money handling, customer/patient relations, and appointment scheduling.
  • Print chart cover and verify demographic information for each patient.
  • Verify insurance coverage for medical and dental patients prior to accepting assignment.
  • Run Medicaid eligibility to ensure coverage for date of service.
  • Relays “checked-in” status in software so providers will be aware patient is ready to be seen.
  • Prescription refill assistance, medical records management, and appointment scheduling as necessary to maintain customer satisfaction and/or in the absence of other staff.
  • Ensure an effective front office operation by coordination of efforts with all staff as necessary to maintain optimum office efficiency.
  • Responsible for cash handling and daily reconciliation of cash, checks, charge tickets, and payment arrangements to the daily deposit report.
  • Maintain inventory of front office supplies and printed documents.
  • Maintain clean, clutter free work environment in the office and reception area.
  • Demonstrates knowledge of, and supports, HCI’s mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
  • Maintains confidentiality of all information.
  • Other duties as assigned.


  • High school education
  • Two years experience in a medical office
  • Bi-lingual (Spanish) skills are preferred but not required.
  • Must have a working knowledge of Microsoft office products, and familiarity with network systems.
  • Ability to understand and present verbal instructions and to exchange verbal information is essential.
  • Excellent organizational, written and customer service skills necessary.
  • Ability to travel to all locations and to meetings outside of the service area.
  • Ability to understand verbal communication and instruction, exchange verbal information and to present information verbally.
  • Ability to establish and maintain effective, courteous working relationships with patients, staff team members, business entities and others.
  • Ability to organize, prioritize and problem-solve independently.
  • This employee would be a co-equal to the other support staff and will require time management skills and the ability to prioritize duties to successfully complete the assigned tasks.

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