Healthcare agencies and clinics aim to hire the right support for patient operations. That’s why it’s critical to create an effective and comprehensive patient care coordinator job description. A well-structured job listing helps attract top talent and sets clear expectations from day one. 

So what should you include in the job description?

At Pearl Talent, we help clinics and healthcare providers hire top patient care coordinators trained to handle communication, scheduling, insurance checks, and more. Our vetted professionals work remotely to support your team with day-to-day operations. When you hire through us, you get reliable support that fits your workflow and keeps patients on track.

In this article, we’ll break down the following for your care coordinator job description:

• The definition of a patient care coordinator
• Key responsibilities, qualifications, and must-have skills for a care coordinator 
• Why they can be an important part of your clinic

Whether you’re hiring for your private practice or simply starting to learn about the process, you’ll walk away with everything you need to write a compelling job post.

Let’s dive in!

What is a Patient Care Coordinator?

A patient care coordinator, also known as a care coordinator or patient navigator, helps manage a patient's healthcare and treatment needs throughout the process. They are responsible for handling appointments, communication, and follow-ups for the patient. 

Key Responsibilities of Patient Care Coordinator Job Description

Your patient care coordinator job description should clearly outline the tasks and expectations associated with the role. Below are the most critical responsibilities to include:

1. Coordinating Patient Appointments and Care

Highlight how your patient care coordinator (PCC) will be responsible for scheduling patient appointments, managing provider calendars, and ensuring patients receive timely care. This should reduce wait times, improve clinical workflow, and minimize miscommunication.

Note: Mention that the PCC should be comfortable working with nurses, doctors, and support staff to confirm care plans and follow-up needs are addressed.

2. Patient Advocacy and Communication

Make sure to include that candidates should act as patient advocates. They clarify instructions, answer patient questions, and address concerns proactively. This part of the job is crucial for maintaining patient trust and promoting satisfaction. Study shows that when care coordinators made previsit phone calls, no-show rates dropped from 4.5% to 2.8%. 

If your clinic uses communication tools like EHR systems, telehealth platforms, or patient portals, list them in the job description and look for candidates who have prior experience solving problems on these platforms. For virtual practices or hybrid clinics, PCCs rely on online tools such as:

• Email and text platforms for appointment reminders
• Patient portals for messages and updates
• EHR systems to check progress and enter notes
• Telehealth apps to guide patients through online visits

3. Managing Patient Records and Documentation

Indicate that candidates will be tasked with updating and maintaining accurate patient records. This may include organizing test results, treatments, and prescriptions. The patient care coordinator is responsible for: 

• Handling information such as patient’s visit notes and updating them accordingly
• Updating patient’s medical records
• Ensuring patients' treatment plans are accurate in the system 

The ideal patient care coordinator should have basic medical knowledge, be familiar with HIPAA regulations, and be highly attentive to detail. These skills will be crucial for your medical staff to access up-to-date patient information accurately.

4. Billing and Insurance Coordination

Explain how your PCC will help verify insurance coverage, explain coverage details to patients, and assist with billing follow-ups. Candidates should have experience in:

• Handling insurance claims
• Answering common insurance questions
• Helping direct patients to your medical billing department for further inquiries 

For example, if a patient’s plan doesn’t cover a procedure, the PCC should let them know before the procedure while guiding them through relevant payment options. If the insurance companies deny the claim, the PCC should walk the patient through their options. 

Including these details in your care coordinator job description shows that you’re looking for someone with specialized and interpersonal skills.

Essential Skills to Look For

In addition to job duties, your patient care coordinator job description should also highlight the top skills that a qualified candidate must have. These help set expectations and filter out underqualified applicants. 

1. Strong Communication Skills

Since PCCs communicate between your patients and staff, they must be excellent communicators. Your job post should mention the ability to explain complex information clearly while maintaining professionalism.

Suggested assessment: Ask candidates to draft a sample email explaining a delayed appointment or changed care plan for a patient.

2. Organizational and Time Management Skills

Let candidates know they’ll need to manage multiple responsibilities simultaneously. They need to set appointments, take calls, keep records, and follow up with patients. Being able to organize tasks effectively is the key to their success in the role.

Suggested assessment: Include a short task that simulates managing a daily schedule of 5+ patient appointments with overlapping needs.

3. Problem-Solving and Critical Thinking

The ideal candidate should be proactive when issues arise—whether that’s a scheduling conflict, a confused patient, or an insurance complication. Specify that you're looking for someone who can adapt quickly to the situation and resolve problems calmly and efficiently.

Suggested assessment: Ask the candidate how they would handle a scenario where a patient is upset due to a billing error.

4. Attention to Detail

Make it clear that precision is important. PCCs must accurately input patient data, verify insurance info, and coordinate care logistics to avoid costly mistakes.

Suggested assessment: Give candidates an exercise using mock data and ask them to identify and correct intentional errors. Make it clear that precision is important. PCCs must accurately input patient medical history, verify insurance info, and coordinate care logistics to avoid costly mistakes.

Education and Experience Requirements

Educational Background

In your job description, you can state that a high school diploma is the baseline requirement, but those with an associate or bachelor’s degree in healthcare administration, public health, or medical office management often bring more to the role. According to Zippia, around 40% of the patient care coordinators earned a bachelor’s degree.

You should also give priority to those who have earned relevant certifications in the healthcare industry. Look for training programs such as:

• Certified Medical Administrative Assistant (CMAA)
• Certified Patient Care Coordinator (CPCC)
• Certified Electronic Health Records Specialist (CEHRS)

These credentials show that the candidate has formal preparation for handling healthcare-specific responsibilities. If you find someone with both a degree and a certification, they’ll likely be quicker to onboard and more confident in the role.

Previous Experience

Look for someone with at least 2 to 3 years of relevant experience in a healthcare setting. If they’ve worked with EHR software, handled insurance questions, or supported patient communication, they can contribute quickly.

Customer service or call center backgrounds can show that the candidate has dealt with scheduling or insurance-related calls. What matters most is that they can speak clearly, stay organized, and handle the pressure of working directly with patients. Be sure to call out these preferences in your job listing.

Why Hiring a Patient Care Coordinator Benefits Your Clinic

Without help from dedicated PCCs, clinical teams can become bogged down with non-clinical duties. This can cause operational delays, miscommunications, and patient dissatisfaction. Your team ends up doing too many non-medical tasks that pull them away from providing patient care.

A PCC is a great solution for this scenario. By supplementing your team with those who manage these specific tasks, you can support your staff and let them focus solely on clinical tasks. This makes it a strategic hire that improves workflows, boosts satisfaction scores, and even supports growth by reducing provider burnout.

Many clinics also leverage virtual assistant companies to identify the right hire for their business. Virtual patient care coordinators can help optimize many steps of the patient care process without being physically present, such as scheduling appointments, verifying data, and troubleshooting technical or billing issues.

Key Takeaway

When writing a patient care coordinator job description, don’t just list generic duties. Use the opportunity to clearly communicate the value this role brings to your organization and set expectations for top-tier candidates. They are the ones who can help take time-consuming tasks off your team’s plate, so you can focus on delivering quality care. 

An effective PCC can transform how your practice runs—from reducing administrative strain to elevating patient experiences. If you're ready to find qualified candidates who can step in and make an immediate impact, consider partnering with Pearl Talent. We’ll help you connect with vetted PCCs who can help your clinic thrive.

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