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Patient Care Coordinator

Unified Therapy Services

1 Positions

ID: 33661

Posted On 05/25/2023

Job Overview

The Patient Care Coordinator with therapy support duties is responsible to monitor and keep the flow of patient care moving consistently and smoothly during the day-to-day operations of the clinic and completes or ensures all tasks involving front desk and billing as well as overall presentation of the clinic are complete in a timely and exceptional manner.

Essential Duties and Responsibilities include the following tasks. Other duties may be assigned.

Office Duties:

  • Opens and closes office following company procedure
  • Operates a multi-line phone and answers phone using proper phone etiquette. Records phone answering machine message during holidays & business hour/time changes. Makes and posts signs for front door when facility is closed for any reason
  • Greets, checks in, and collects copay for patients. Also greets and directs visitors
  • General office duties (makes photocopies, scan, files, data entry) i.e. Faxes patient referral requests to doctor, prepares files and enters patient case history information in to computer system
  • Monitors all incoming correspondence for clinic, including mail, internal fax etc.
  • Schedules all patient appointments and clientele appointments for specialty services
  • Go over Attendance Policy with new patients
  • Completes new patient referrals utilizing proper forms and software
  • Actively tracks marketing referral information for marketing coordinator
  • As needed, makes reminder calls and/or sends text message reminders for: evaluations, rescheduled appt., holidays, and school calendar days off
  • Completes discharge audits via EMR software or paper for therapy staff
  • Utilizes and maintains office and therapy equipment, requests supplies when necessary
  • Assists with orientation, training and mentoring of new staff/students/volunteers
  • As designated notifies patients of any other appointments when there are cancellations or schedule changes due to adverse weather closings etc.
  • Suggests updates of policies and procedures, and assists with updates to manuals, forms
  • Verifies that all annual audits are completed and recorded properly
  • Calls Emergency Codes for staff and patient practice
  • Communicates with IT Support to help with issues of: computer, printer, phone equipment, and internet in the office
  • Attend and actively participate in scheduled meetings
  • Assists Administrative staff with team building activities
  • Promotes open communication and problem solving with all departments
  • Speaks with direct supervisor regarding concerns or to share thoughts for improvement regarding the quality of care within the work environment
  • Sets up observation students at our facility
  • Acts as the “transportation liaison” to provide information and assist with patient’s transportation needs to continue their visits and therapy treatments at our facility
  • Updates patient change in status (demographic or physician information) and documenting in communication tab. If applicable creates an open task for therapist
  • Sends plants/gifts to patients that have been hospitalized
  • Reviews all patient appointment status on scheduler and prints weekly reports for accuracy
  • Manages expiration dates of all items with limited shelf life in the clinic
  • Performs annual inventory of therapy equipment and updates inventory in Inventory Builder and Excel inventory spread sheet

Billing Duties:

  • Contacting insurance companies to verify benefits for therapy
  • Review and have patient sign Verification of Benefits at start of care. Upon discharge have patient sign discharge ATP as needed
  • Post payments from insurance companies and patients
  • Providing Platinum Customer Services with outside agencies and patients
  • Address any concerns and billing questions, patient ledgers, and/or grant/alternative funding options
  • Helps to submit prior authorizations into insurance companies and practice good communication between departments
  • Update appropriate treatment plans for each patient and discipline
  • Contact insurance companies concerning billing questions, denials, pre-authorizations or any related topics
  • Set up new patient insurance information in accounts in the Software Program
  • Perform Annual and Discharge Audits on established patients

Cleanliness / Sanitization:

  • Assists with overall cleanliness of the clinical environment
  • Completes laundry and dishes for therapy use
  • Understands and complies with universal precautions, safety, and risk policies and procedures
  • Immediately updates MSDS notebook with new products brought into the clinic


  • Keeping Maintenance Excel up to date and notifies Office Coordinator or Leadership team that they have contacted outside assistance when needed (i.e. Electrician / Plumber / Handy Man)
  • In adverse weather, ensures the safety of our patients and staff by salting and shoveling entry ways

Patient Related Tasks:

  • Completes set up and tear down of requested therapeutic equipment
  • Assists with therapy projects as requested by staff
  • Maintains a positive working relationship with the health care team, patient, and family


Scheduling and health insurance experience required.

Ability to work independently with a strong attention to detail and the ability to manage many details related to calendaring/scheduling, follow-up requests, etc. simultaneously with low rate of error. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Proficiency in Microsoft Office
  • Experienced and skilled in online research
  • Troubleshooting: The ability to trouble shoot PC and system issues
  • Analytical skills and an ability to work with various databases and spreadsheets
  • The ability to effectively collaborate with others and build strong working relationships
  • Organized: Demonstrates the ability to balance multiple projects and prioritize workload
  • Implementation/ Execution: Organized and manages multiple priorities and or projects using appropriate methodologies and tools while successfully driving projects to completion
  • Skilled in planning, analyzing, coordinating activities and establishing and maintaining working relationships
  • Skilled in verbal and written communication
  • Decision-Making: Skilled in problem –solving and decision making
  • Problem- solving: Demonstrates the ability to encourage others in collaborative problem solving. You engage others in problem solving without taking over
  • Maintains strict confidentiality and ethically and responsibly conducts themselves as an assistant of the management team


  • High School Diploma
  • Valid Driver’s License

Primary Contact


Tiffany Schmitt

Human Resource Specialist, Human Resources





5635834003 ext 132






Job Details


Health Care


Lancaster, WI


First Shift

Job Type



Full Time


Health Insurance
Dental Insurance
Vision Insurance
Life Insurance
Retirement Plan
Paid Vacation
Paid Sick Leave
PTO (Paid Time Off)
Paid Holidays



High School/GED


1-2 Years

Company ID


Job REQ #

# Positions


Start Date


End Date


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Unified Therapy Services

About the Company

Unified Therapy Services is an outpatient clinic with three locations in Dubuque, Iowa and one in Lancaster, WI. We offer physical, occupational, behavioral and speech-language therapy services to adult and pediatric patients in the tristate area.

All clinic locations have private treatment rooms as well as open gym areas to accommodate all appointment types. Our pediatric clinics have indoor playgrounds as well as an abundance of swings, games and toys to keep therapy engaging and fun!

Our dedicated team of therapists believes in a collaborative approach to assist all ages in achieving functional goals. We strive to provide each person that walks through our doors with the most comprehensive care to enable them to have a brighter future.