Job Description

Patient Care Coordinator

Patient Care Coordinator

Department: Operations / Intake Reports To: Operations Manager Employment Type: Full-Time, Non-Exempt Location: [Office/Branch Location], Florida

Position Summary

The Patient Care Coordinator supports the day-to-day operations of the company by managing patient scheduling and assisting with the registration of durable medical equipment (DME). This role serves as a key point of contact between patients, delivery technicians, referral sources, and internal departments to ensure timely, accurate service delivery across the company's Florida service area.

Key Responsibilities

Patient Scheduling

• Schedule and confirm patient appointments for equipment delivery, setup, pickup, and follow-up visits
• Coordinate scheduling with delivery technicians, clinical staff, and referral sources to ensure timely service
• Communicate with patients to confirm appointment windows, provide reminders, and address scheduling conflicts
• Prioritize and adjust schedules based on urgency, physician orders, and patient location
• Maintain accurate scheduling records within Brightree (or company scheduling system)
• Use basic geographic knowledge of Florida (regions, counties, and major metro areas) to build efficient delivery routes, estimate realistic travel/drive times, and assign appointments to the appropriate branch or technician territory

Equipment Registration Support

• Assist with registering new and existing DME equipment in manufacturer and internal registration portals
• Verify and enter equipment information, including serial numbers, model numbers, and warranty details
• Troubleshoot basic registration discrepancies and escalate unresolved issues to appropriate staff

General Administrative Support

• Answer and route incoming calls related to scheduling and equipment status
• Maintain accurate, up-to-date documentation in the company's systems of record
• Communicate professionally with patients, caregivers, referral sources, and internal teams
• Support other intake/operations tasks as assigned

Qualifications

• High school diploma or equivalent required; relevant certification or coursework a plus
• Prior experience in healthcare administration, DME, scheduling, or customer service preferred
• Basic geographic knowledge of the State of Florida, including familiarity with regions, counties, and major cities, sufficient to support routing and scheduling decisions
• Experience with Brightree or similar DME/healthcare software preferred
• Strong organizational skills and attention to detail
• Comfortable managing multiple schedules and competing priorities
• Clear, professional verbal and written communication skills
• Basic proficiency with Microsoft Office (Outlook, Excel, Word)

Work Environment

• Primarily office-based with regular phone and computer use
• May require occasional coordination with field staff across multiple Florida service locations

This job description is intended to outline general duties and responsibilities and is not an exhaustive list of all tasks that may be assigned.