DME Patient Services Coordinator

The Patient Services Coordinator (PSC) plays a vital role in creating a positive first impression and ensuring an exceptional patient experience at Fairview Orthotics & Prosthetics - St. Paul. This position is responsible for scheduling and re-scheduling patient appointments and may also serve as the primary receptionist for the department. The PSC works closely with patients, visitors, and the multidisciplinary healthcare team, providing professional, organized, and empathetic support. Outstanding customer service, communication, and problem-solving abilities are essential to delivering a seamless and high-quality experience for patients. In addition to scheduling, this role also includes various clerical duties to ensure smooth department operations.

Schedule: Mon-Fri 8:00am-4:30pm

Key Responsibilities:

• Scheduling & Registration:

  • Accurately schedule and reschedule patient appointments and update schedules as necessary.

  • Record and communicate any schedule changes to involved staff and patients in a timely manner.

  • Resolve scheduling conflicts by liaising with the necessary parties to find solutions.

  • Input relevant patient information into the system to maintain accurate records.

  • Coordinate interpreter services when required.

• Customer Service & Communication:

  • Provide excellent customer service to patients, visitors, and staff with a friendly, empathetic, and professional approach.

  • Answer, screen, and respond to incoming phone calls, taking and relaying messages as needed.

  • Ensure smooth communication by reviewing and routing mail, faxes, and interdepartmental correspondence.

  • Check patient insurance details for benefits and prior authorization as needed.

• Clerical & Reception Duties:

  • Perform general clerical duties including processing scans, faxes, and sorting incoming mail.

  • Assist with check-in/check-out procedures to ensure a seamless experience for patients.

  • Maintain a clean and organized reception area to create a welcoming environment.

Organization Expectations:

• Patient-Centered Care: Adjust care and service to meet the developmental and cultural needs of the patient population.

• Professionalism & Respect: Communicate respectfully with patients, visitors, and staff.

• Safety & Security: Ensure a safe and secure environment for all patients and team members.

• Compliance & Continuous Learning: Fulfill all organizational requirements, complete necessary training, and comply with laws, regulations, and policies.

• Innovation & Efficiency: Contribute to a culture of continuous improvement and innovative thinking.

• Flexibility: Perform other duties as assigned to support department operations.

Required Qualifications:

Education: High School Diploma or equivalent.

Experience: Previous clerical, scheduling, or receptionist experience preferred.

Skills:

• Excellent organizational and time management abilities.
• Strong verbal and written communication skills.
• Ability to manage competing priorities and adjust quickly to changes.
• Demonstrates adaptability and resilience in a fast-paced environment.
• Must have reliable transportation to ensure consistent attendance.