Physician Services Clinical Coordinator

Optimal Care is where your dedication meets a rewarding career. 

As a clinician owned and operated company, we create the opportunity and environment for each employee to realize their highest potential while maintaining a personalized focus on our Patients and Families every day. We are the Midwest's premier provider of Physician Services, Home Health, and Hospice Care. Our integrated care delivery model incorporates technology, innovation and best practices. We produce value based outcomes by managing chronic disease process, rehabilitation and end of life care.

We live a simple Mission: Serve Together, Provide Value, and Deliver Exceptional Quality Care. 

What does this mean for you? At Optimal Care, you have our resolute commitment to being an exceptional place to work. Your expertise, passion and commitment to exceptional quality care will continue to thrive. With you we can build a remarkable place to work. 

Exceptional Benefits:

• Minimum of 3 Weeks Paid Time Off (PTO) 
• Company Vehicle Program 
• Mentorship Culture
• Medical, Dental, and Vision Insurance 
• 401(k) with Employer Match
• Mileage Reimbursement 
• Cutting Edge Technology

About the Role

Be the vital link between physicians and the patients who depend on them. As a Physician Services Clinical Coordinator, you'll ensure that elderly patients receive seamless, coordinated care by managing provider orders, coordinating services, and serving as a knowledgeable resource for patients, caregivers, and healthcare partners.  This role is perfect for someone who thrives on problem-solving, excels at coordination, and finds deep satisfaction in helping elderly patients navigate complex healthcare needs. You'll work with a geriatric population, requiring patience, creativity, and excellent communication skills to overcome barriers like hearing loss and cognitive impairment.

What You'll Do

Coordinate Patient Care and Services

• Follow through on all provider orders, ensuring timely execution and proper coordination
• Coordinate home healthcare, hospice services, pharmacy delivery, portable diagnostics, and medical equipment
• Manage diagnostic test ordering and results, verifying accuracy and communicating findings
• Connect patients with social services, chaplain services, caregiver support, and laboratory services
• Ensure seamless collaboration between providers, home health agencies, hospices, pharmacies, and other medical partners

Manage Patient Intake and Communication

• Conduct new patient intake interviews and set clear program expectations
• Answer multi-line phones, triage patient needs, and communicate information to providers promptly
• Communicate daily with patients and families about care coordination and questions
• Serve as a resource about available health and social services for patients, caregivers, and staff
• Work creatively to overcome communication barriers common in geriatric populations

Handle Medical Records and Documentation

• Maintain accurate, organized patient medical records and filing systems
• Receive and review incoming and outgoing patient correspondence, determining appropriate action
• Document all activities according to compliance requirements
• Verify and accurately record diagnostic test results received by phone or fax
• Ensure confidentiality of all patient and employee information

Provide Exceptional Service

• Schedule appointments and manage provider calendars efficiently
• Accept and resolve patient and family complaints in accordance with policy
• Treat all patients and caregivers with respect, courtesy, and service excellence
• Demonstrate understanding of the unique needs of elderly patients and their families
• Show active participation in patient safety initiatives

Support Practice Operations

• Assist in orientation of new employees and serve as a resource person
• Provide backup support for other clerical positions as needed
• Identify and communicate opportunities for process improvement
• Report any mandated reporting situations to proper state agencies
• Maintain compliance with all agency policies and procedures

What We're Looking For

Required Qualifications

• High school diploma or GED
• CENA certification, MA certification, or equivalent work experience
• Minimum 1 year of experience in medical field or medical office setting
• Strong grasp of medical terminology
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Reliable transportation with valid automobile insurance

Preferred Qualifications

• Associate's degree
• Experience with geriatric population and/or caregivers
• Previous experience in care coordination or medical office management

Essential Skills

• Excellent verbal and written communication abilities
• Exceptional organizational and time management skills
• Strong problem-solving skills with creative thinking
• Ability to work well under stress and in urgent situations
• Professional communication skills across all organizational levels
• Understanding of communication barriers (hearing loss, cognitive impairment)
• Ability to triage and prioritize effectively
• Customer service orientation with empathy for elderly patients

What Makes You Successful

You're a natural coordinator who can juggle multiple tasks while ensuring nothing falls through the cracks. You understand that elderly patients often need extra patience, clear communication, and creative problem-solving to navigate healthcare systems successfully.  You're proactive and anticipate needs before being asked. When a provider orders a service, you don't just pass along the order - you follow through to ensure it happens, troubleshoot any barriers, and keep everyone informed along the way.  You have a special touch with elderly patients and their caregivers, speaking clearly, listening carefully, and adapting your approach to meet their unique needs. You remain calm under pressure, can handle frequent interruptions gracefully, and find satisfaction in making complex healthcare coordination feel simple for patients.

Why Join Us?

This role offers the opportunity to make a real difference in the lives of elderly patients and their families. You'll work in a practice centered around geriatric care, where your coordination skills directly impact patients' ability to receive comprehensive, well-managed healthcare.  We provide comprehensive training on our systems and processes, supportive supervision, and the chance to work with experienced providers who value your expertise. You'll be part of a team dedicated to service excellence and patient-centered care.

Work Environment

This is primarily an office-based position with minimal travel required. You'll work in a professional medical office setting as part of a collaborative healthcare team.  The role involves moderate interruptions and shifting priorities as you respond to provider needs, patient issues, and coordination requirements throughout the day. The ability to multitask effectively while maintaining accuracy and professionalism is essential.

Ready to Coordinate Exceptional Care?

If you're an organized, empathetic professional who wants to play a vital role in ensuring elderly patients receive seamless, coordinated healthcare, we'd love to hear from you.

Location 

• Home Office:  770 Kenmoor Ave, Suite 100, Grand Rapids, MI 49546

Hours 

• 8:00 AM – 5:00 PM, Monday through Friday 

Pay Range$18—$24 USDBackground Screening Optimal Care conducts a background screening upon acceptance of a contingent job offer. Background screening is completed by a third-party administrator, the Michigan Long-Term Care Partnership, and is performed in compliance with the Fair Credit Report Act.   Reasonable Accommodations We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.   Equal Opportunity Employer Optimal Care is an equal-opportunity employer.