The Reading Company LLC Patient Care Coordinator Bowling Green, KY · Full time

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At The Reading Company, we understand the significance of nurturing each child's unique abilities. Our team of passionate pediatric therapists is dedicated to providing a supportive and engaging environment where children can thrive and reach their fullest potential. Our mission is to reduce communication and learning barriers that prevent children from reaching their full potential by offering high-quality pediatric therapy and Dyslexia intervention.

Job Title: Patient Care Coordinator

Status: Full-Time

Position Summary: The Reading Company is seeking a Patient Care Coordinator to support their clients and growing team. This role is responsible for ensuring an exceptional patient and family experience, optimizing provider schedules, and maintaining the daily operations and appearance of the clinic. This position combines front desk duties with added responsibilities for office management and team support.

Essential Duties and Responsibilities:

Patient Care Coordination

• Greet patients and families warmly and professionally, both in person and over the phone.

• Answer and direct calls and questions promptly and appropriately.

• Check in patients, notify providers of arrivals, and manage the waiting area to ensure comfort and privacy.

• Prepare intake packets for new clients and ensure all required documentation is received ahead of appointments.

• Confirm upcoming evaluations (72 hours in advance) and prepare folders for clinicians with case history and required documents.

• Verify and update client information in the EMR, including insurance, referrals, and demographics.

• Collect patient payments and verify financial records.

• Fax, email, and follow up on referrals, plans of care, and evaluations with physicians and families.

• Maintain up-to-date referral logs and coordinate scheduling to optimize clinician productivity.

• Monitor and communicate attendance policies to families; aim to achieve a 90% arrival rate weekly.

• Comfort and assist patients and families, addressing questions and concerns proactively.

• Help families with paperwork, issue school excuses, and administer forms as needed.

• Ensure HIPAA compliance in all client interactions and record handling.

• Run eligibility and benefits checks.

• Obtain initial authorizations for new clients and evaluations as needed; verify ongoing authorization requirements for treatment.

Office Management

• Check and distribute mail daily; manage outgoing mail.

• Maintain office supplies and inventory; anticipate needs and place orders as necessary, in coordination with the Lead Clinician.

• Perform and/or coordinate daily walkthroughs to ensure the cleanliness and presentability of the lobby, kitchen, bathrooms, halls, and work areas.

• Perform and/or coordinate light cleaning and sanitizing as needed; restock bathroom and office supplies daily.

• Open the clinic by 7:45 a.m.; secure and lock the facility after hours, ensuring lights, devices, and doors are properly shut down/locked.

• Cover administrative duties of other front office staff as needed, including supporting the Billing Manager when required.

• Help coordinate coverage and maintain workflow during unexpected staff PTO or schedule disruptions.

• Monitor and adjust clinician schedules to ensure they reflect accurate documentation needs (progress notes, re-evaluations, discharges).

• Run weekly reports to verify compliance with attendance policies and communicate with staff as needed.

• Proactively resolve scheduling issues to maintain patient care continuity, even during closures or high-demand periods.

Other General Expectations:

• Represent The Reading Company positively and professionally at all times.

• Ensure that families experience the high standards of our company from the moment they enter the clinic, feel the welcoming atmosphere, are greeted warmly, call in, or receive a response from any team member. Every interaction should reflect our commitment to professionalism, respect, and quality care.
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• Maintain a clean, organized, and welcoming front office and lobby.

• Avoid personal phone use at the front desk except in emergencies.

• Respond to emails and phone messages within 24 hours.

• Build strong, supportive relationships with families and team members.

• Uphold all HIPAA standards and confidentiality guidelines.

• Perform other related duties as assigned.

• Uphold a Positive Culture and Upward Communication: Foster and model a positive work culture by promoting open, respectful communication. Follow our upward communication policy: concerns, questions, or problems should not be handled informally in offices, hallways, or through lateral staff discussions. Instead, direct them to the appropriate supervisor or manager according to the established chain of command to ensure issues are addressed constructively and efficiently.

Required Skills and Qualifications:

• Excellent verbal and written communication skills.

• Strong organizational skills and time management to handle multiple tasks efficiently.

• High attention to detail to ensure accurate scheduling and paperwork management.
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• Ability to motivate oneself and others to meet deadlines and goals.

• Ability to multitask and work calmly during busy clinic periods.

• Technological proficiency, including G-Suite, spreadsheets, and electronic medical record systems.

• Positive interpersonal skills to interact kindly and effectively with patients and families, even in stressful situations.

• Experience with medical billing is strongly preferred.

Work Schedule:

• Monday–Thursday 7:45 am – 6:00 pm.

• Clock out and secure the clinic once all patients and staff have left for the day.

Compensation & Benefits:

• Hourly Pay: Negotiable based on experience
• Paid Time Off (PTO): Accrual of up to 10 days per year, with increased benefits available after your first year
• Paid Holidays: Up to 6 paid holidays per year
• QSEHRA Reimbursement: Up to $2,100 annually
• Retirement Savings: SIMPLE IRA with employer match of up to 3% of pay
• Mental Health Day: One additional paid mental health day after your first year
• Holiday Flexibility: Flexible week off around the holidays
• Supportive Work Environment: A collaborative, team-oriented workplace that values its employees