About Us
Bay Wellness Group is an integrated healthcare clinic providing mental health, psychiatry, and medical services—all in one place. We are a fast-growing, high-performance team focused on delivering excellent patient care with efficiency and professionalism.
We are looking for a detail-oriented, high-capacity Patient Care Coordinator who thrives in a fast-paced environment and can manage multiple priorities without losing accuracy or composure.
Position Overview
This is not a passive receptionist role.
You will be the control center of the clinic, responsible for:
- Managing patient flow
- Ensuring accurate check-in/check-out
- Handling high call volume
- Supporting providers by keeping schedules full and running on time
The right candidate is organized, fast, calm under pressure, and highly reliable.
Key Responsibilities
Patient Check-In / Check-Out
- Verify demographics and insurance accurately every time
- Collect copays and balances at time of service
- Ensure all required documentation is completed
- Schedule follow-up appointments before patients leave
Scheduling & Patient Flow
- Maintain full and optimized provider schedules
- Manage cancellations and rescheduling efficiently
- Keep wait times low and communicate delays clearly
- Prioritize in-person patients while managing incoming calls
Phone & Communication
- Answer high-volume phone lines professionally and efficiently
- Convert new patient inquiries into scheduled appointments
- Route clinical questions appropriately
- Handle patient concerns with professionalism and clarity
Administrative Accuracy
- Enter and update patient information with precision
- Follow all front desk SOPs and workflows
- Document tasks and communications appropriately in the system
- Maintain a clean, organized front office environment
What We’re Looking For
Required Traits (Non-Negotiable)
- Strong attention to detail (accuracy matters in healthcare)
- Ability to multitask without becoming overwhelmed
- Reliable and consistent (low error rate, dependable attendance)
- Professional communication with patients and team
- Ability to follow structured processes without skipping steps
Preferred Experience
- Medical front desk or healthcare experience strongly preferred
- Experience with insurance verification, copays, and scheduling
- Experience in a fast-paced or high-volume environment
Performance Expectations
Success in this role means:
- Low error rate in check-in and insurance verification
- High schedule fill rates
- Strong patient experience (professional, efficient, calm)
- Ability to handle busy periods without loss of accuracy
Compensation
- $16–$18/hour (based on experience)
- Opportunities for growth within the organization
Pay: $16.00 - $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Paid sick time
- Paid time off
Application Question(s):
- How many patients did your clinic see per day, and what was your role in managing that volume?
- You have a patient checking in, two phone lines ringing, and a provider asking a question. What do you do first and why?
- What steps do you take to ensure patient information and insurance are entered correctly every time?
- Describe a time you felt overwhelmed at work. What did you do to stay on track?
- In the past 6 months, how many times have you been late or missed a scheduled shift?
- How do you make sure you don’t skip steps when completing repetitive tasks like check-in or scheduling?
- How many phone lines or calls were you responsible for at one time in your previous role?
- This is a fast-paced role. Are you comfortable working in a high-volume environment with multiple competing demands throughout the day?
Work Location: In person
