Patient Care Coordinator – Part-Time
Location: San Marcos, California, 92078
Pay: $20–$22 per hour, based on experience
Schedule: Approximately 4–12 hours per week
Employment: Part-time, non-exempt W‑2
About Collaborative Health
Sprague Medical Corp, DBA Collaborative Health, is a growing primary care practice in San Marcos. Led by Dr. Tyler Sprague, the practice provides personalized, patient-centered care focused on helping adults achieve their optimal health and well-being.
Our small, collaborative team values thoughtful communication, dependable service, efficient operations, and strong relationships with patients and community partners.
Position Summary
Collaborative Health is seeking a friendly, organized, and resourceful Patient Care Coordinator to support patient communication, front-office operations, referral coordination, marketing, and community outreach.
The Patient Care Coordinator is often the first point of contact for patients and plays an important role in creating a welcoming, organized, and responsive experience. This position is well suited for someone who enjoys helping patients, improving how a small practice operates, and contributing creative ideas. The coordinator will have the opportunity to take ownership of meaningful projects and potentially expand their responsibilities and hours as the practice grows.
Patient Coordination and Front-Desk Support
- Welcome patients and create a professional, positive front-desk experience
- Check patients in and confirm demographic, insurance, and medical-group information
- Schedule, confirm, reschedule, and coordinate appointments
- Manage the provider’s clinic calendar and coordinate patient follow-up
- Answer incoming calls and assist patients professionally and compassionately
- Monitor voicemail and route messages to the appropriate person
- Monitor incoming practice emails and respond or route them appropriately
- Communicate appointment instructions and follow up on required paperwork
- Respond to general administrative questions without providing medical advice
- Escalate clinical questions and symptom-related concerns to the physician
- Collect patient payments and provide receipts when applicable
- Coordinate with the physician to support efficient patient flow
- Maintain an organized and welcoming reception area
- Support scheduling and administrative workflows for primary care and Social Security disability examinations
Referral and Administrative Coordination
- Process and track referrals from submission through completion
- Follow up on referral status and help resolve missing documentation
- Coordinate with specialists, health plans, IPAs, pharmacies, and outside medical offices
- Request, receive, and organize medical records
- Scan, upload, fax, and accurately file documents
- Assist with insurance verification and medical-group assignment
- Help patients navigate basic scheduling, referral, and insurance-related questions
- Maintain accurate records of pending tasks and follow-up needs
- Protect patient privacy and follow HIPAA requirements
Marketing and Communications
- Assist with planning, creating, and scheduling social media content
- Create or update basic graphics, flyers, and patient-education materials
- Make routine website updates, including services, provider information, announcements, and events
- Help prepare and distribute email newsletters
- Gather practice updates, community news, and content ideas
- Maintain consistent branding and messaging across digital and printed materials
- Monitor basic engagement and recommend ways to improve outreach
- Assist with patient testimonials and online reviews in accordance with practice policies
Community Outreach and Practice Growth
- Help build relationships with community organizations, senior communities, insurance brokers, and referral partners
- Coordinate physician talks, community presentations, and outreach events
- Prepare outreach materials and follow-up communications
- Maintain organized contact lists for referral and community partners
- Identify appropriate local partnership and marketing opportunities
- Represent Collaborative Health professionally in community communications
Workflow Improvement
- Identify opportunities to improve patient communication and office efficiency
- Help create and update templates, checklists, scripts, and standard operating procedures
- Organize referral, scheduling, record-request, and patient follow-up workflows
- Recommend practical improvements based on recurring patient or staff needs
- Help implement systems that improve consistency and reduce missed follow-ups
- Take initiative while communicating proposed changes with practice leadership
Required Qualifications
- At least one year of recent experience in a medical front-office, medical receptionist, or patient-coordination role
- Experience using an electronic health record (EHR) system, including scheduling, updating patient information, uploading records, and managing administrative workflows
- Familiarity with insurance verification, referrals, and medical-record workflows
- Excellent written and verbal communication skills
- Professional, compassionate, and patient-focused
- Strong customer-service, telephone communication, organization, and follow-through
- Comfortable handling calls, messages, documents, and competing priorities
- Ability to work independently after initial orientation
- Sound judgment and the ability to escalate clinical or sensitive matters appropriately
- Reliable availability on Tuesdays and Thursdays
- Ability to protect patient confidentiality and follow HIPAA requirements
Preferred Experience
- Medicare, HMO, IPA, and referral-authorization workflows
- Healthcare marketing or community outreach
- Social media management and content creation
- Canva or similar design platforms
- Website content management
- Email-marketing or newsletter platforms
- Developing workflows, templates, or office procedures
- Collecting patient payments or supporting basic medical-office billing
- Familiarity with medical terminology and primary-care workflows
- Experience working with diverse patient populations
Schedule and Work Arrangement
- Approximately 4–12 hours per week
- Work will be scheduled primarily on Tuesdays and Thursdays during weekday business hours
- The position includes on-site patient coordination during clinic hours
- Approved remote work may include referral processing, patient follow-up, training, marketing, social media, newsletters, website updates, and other administrative projects
- Candidates with strong marketing and outreach skills may have opportunities for more consistent hours
- Additional hours and responsibilities may become available as the practice grows
- Hours vary based on the clinic schedule and business needs; no minimum number of hours is guaranteed
- All working time, including authorized remote work and training, must be accurately recorded
Why Work With Us?
Help build a growing primary care practice where your ideas, initiative, and contributions are genuinely valued.
Pay: $20.00 - $22.00 per hour
Benefits:
- On-the-job training
- Paid sick time
Work Location: In person
