Patient Care Coordinator

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Job Application for Patient Care Coordinator at Generation Next Fertility, PLLC

Patient Care Coordinator

Position Summary

Are you ready for an exciting opportunity? Generation Next Fertility is seeking an energetic, compassionate, detail-oriented, and highly organized individual to join our team as a Patient Care Coordinator.

This role combines exceptional customer service with clinical and administrative support to ensure patients receive a seamless experience throughout their fertility journey. The Patient Experience & Care Coordinator serves as a key point of contact for patients, assisting with appointment coordination, physician follow-up, communication during treatment cycles, documentation, and overall patient support from initial inquiry through completion of care.

The ideal candidate is patient-focused, proactive, professional, and able to thrive in a fast-paced healthcare environment.

Job Responsibilities

Patient Experience & Customer Service

• Provides exceptional customer service to all patients, visitors, and team members.
• Creates a welcoming, supportive, and compassionate environment for patients and their families.
• Answers patient inquiries and serves as a resource throughout the patient journey.
• Optimizes patient satisfaction through proactive communication and follow-up.
• Assists in managing the patient waiting experience and communicates updates when appropriate.
• Anticipates patient needs and helps alleviate patient concerns and anxieties.
• Maintains reception and patient-facing areas in a professional manner.
• Assists with patient check-in, check-out, scheduling, and medical record coordination.
• Acts as a liaison between patients, physicians, clinical staff, and administrative teams.
• Assists with answering and routing incoming phone calls.

Clinical & Administrative Coordination

• Scribes during physician consultations and follow-up appointments, ensuring accurate documentation within the electronic medical record.
• Reviews physician instructions and communicates treatment plans, medication directions, testing requirements, and follow-up recommendations to patients.
• Conducts patient outreach and follow-up throughout IVF, fertility preservation, donor, gestational carrier, and other fertility treatment cycles.
• Sends and responds to patient portal messages, emails, and other patient communications.
• Coordinates treatment milestones and assists patients in completing required steps throughout their care.
• Documents patient interactions and communications accurately and in a timely manner.
• Escalates clinical questions, concerns, or urgent matters to the appropriate provider or clinical team member.
• Collaborates closely with physicians, nurses, care coordinators, financial coordinators, and administrative staff to ensure continuity of care.
• Supports various clinical and administrative workflows as assigned.

On-Call Responsibilities

• Participates in a rotating Sunday on-call schedule, every 8 weeks from 9:00 AM – 10:00 PM.
• Participates in the rotating on-call schedule, which includes one weekday (Monday–Friday) or Saturday on-call shift every other week.
• Participation in the on-call rotation will begin upon successful completion of training and demonstration of proficiency in the role.
• Provides reception and administrative coverage during assigned on-call shifts.
• Assists with patient communication, appointment-related tasks, and operational support as needed.
• Responds promptly to assigned administrative inquiries and patient service requests during on-call coverage.

Additional Responsibilities

• Maintains patient confidentiality and HIPAA compliance at all times.
• Demonstrates professionalism, discretion, and sound judgment when handling sensitive information.
• Participates in departmental meetings, training, and process improvement initiatives.
• Performs other duties as assigned.

Qualifications

• Strong customer service, patient relations, and communication skills are required.
• Excellent verbal and written communication abilities.
• Highly organized with strong attention to detail and problem-solving skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Positive, professional, and team-oriented attitude.
• Ability to work independently while collaborating effectively with multidisciplinary teams.
• Experience with electronic medical records and healthcare software preferred.
• Proficiency with Microsoft Office Suite and general office equipment.
• Prior healthcare, fertility, medical office, concierge, hospitality, or patient coordination experience preferred.
• Knowledge of fertility treatment and reproductive healthcare is a plus.

Physical Requirements

• Ability to sit, stand, walk, bend, and reach throughout the workday.
• Ability to use a computer and telephone for extended periods.
• Ability to occasionally lift and carry office supplies up to 20 pounds.

Work Schedule

This position may require occasional early morning, evening, and weekend coverage, as well as rotating Sunday on-call coverage, based on operational needs.

A typical work schedule is 9:30 AM to 6:00 PM when not assigned to an on-call shift. Work hours may be adjusted based on operational needs. 

Work Environment 

This role operates within a fast-paced fertility and women’s health clinical environment requiring close collaboration with physicians, clinical teams, and operational leadership. The position combines patient-facing responsibilities with clinical coordination and operational support. 
 
This role may require availability for weekends, holidays, flexible scheduling, and occasional on-call responsibilities based on operational and patient care needs.