Weekend Care Coordinator - Administrative (Winter Haven)

Company: Integrative Physical Medicine Serv

Title: Weekend Care Coordinator - Administrative
Job Category: Care Coordinator - Administrative
Requisition Number: CAREC001089
Job Type: Full-Time
Winter Haven, FL, 33884, USA

Brief: Are you passionate about helping others and ready for a career where every day truly matters? At Complete Care, we believe in healing with heart and we're looking for a compassionate, energetic Care Coordinator- Administrative to join our growing team! If you thrive in a fast-paced environment, love connecting with people, and take pride in delivering exceptional care, we'd love to hear from you.

Detailed:

Are you passionate about helping others and ready for a career where every day truly matters? At Complete Care, we believe in healing with heart — and we’re looking for a compassionate, energetic Care Coordinator- Administrative to join our growing team! If you thrive in a fast-paced environment, love connecting with people, and take pride in delivering exceptional care, we’d love to hear from you.

Position Purpose:

At Complete Care, Patient is Priority. We operate as one unified care team dedicated to delivering exceptional outcomes together.

Summary of Duties:

Responsible for front desk operations, including intake, scheduling, compliance calls, documentation accuracy, and communication.

Duties & Essential Functions:

• Greet patients warmly and manage check-in/check-out with precision.
• Schedule and confirm appointments to support care plan completion.
• Execute compliance outreach for missed or at-risk patients.
• Support fulfillment of provider orders and care plan components.
• Collaborate with rehab staff to maintain unified clinic flow.
• Assist rehab team when therapy volume is high.
• Maintain lobby professionalism and organization.
• Support unified clinic-wide efforts toward patient outcomes.
• Insurance, Billing & Pre-Authorization Responsibilities
• Collect accurate insurance and demographic information to ensure clean claims processing and proper documentation in EHR system.
• Communicate clearly with patients about copays, deductibles, out-of-pocket estimates, and payment expectations.
• Collect payments at check-in or check-out following company protocols.
• Maintain awareness of various insurance types (PPO, HMO, PIP, WC, Managed Care) and understand how each impacts coverage within Complete Care’s model.
• Identify when services require pre-authorization and initiate the appropriate workflow.
• Monitor, track, and follow up on outstanding pre-authorizations.
• Escalate authorization or eligibility concerns promptly to reduce delays or claim denials.
• Multi-Service Scheduling & Care Plan Fulfillment
• Schedule, confirm, and manage appointments across chiropractic, medical, MRI/imaging, injections, procedures, and follow-up services.
• Ensure all patients are fully scheduled throughout their plan of care.
• Perform compliance calls, appointment reminders, and outreach for missed or rescheduled visits.
• Maximize schedule productivity and fill rates across multiple service lines.
• Ensure proper fulfillment of provider-directed orders.
• Provide patients with clear preparation guidance and restrictions based on their orders.

Compliance, Production, and Outcome Support

• Support patient compliance through consistent communication and proactive follow-up.
• Monitor show rates, production metrics, and compliance trends.
• Reinforce care plan understanding to support patient engagement.
• Collaborate with leadership to reduce cancellations and improve retention.

Clinic Culture Expectations

• Demonstrate Conscious Leadership—empathy, curiosity, and accountability.
• Exhibit reliability, ownership, and strong follow-through.
• Communicate clearly and compassionately with patients and team members.
• Contribute positively to a unified, patient-first clinic culture.
• Demonstrate flexibility, teamwork, and solution-oriented communication.

Skills & Expectations

• Excellent customer service and interpersonal communication.
• Strong organizational skills and ability to multitask.
• High accuracy in scheduling, documentation, and insurance data collection.
• Adaptability to evolving workflows and clinic needs.

Experience Requirements:

Preferred: 1–2 years administrative or customer service experience; healthcare preferred. We will train service-minded individuals

Clinic hours:

• Saturday: 730:AM - 1:00PM and 2:50PM - 7:30PM.
• Sunday: 08:30 AM - 2:30PM.
• Monday: 730:AM - 1:00PM and 2:50PM - 7:30PM.
• Tuesday: 730:AM - 1:00PM and 2:50PM - 7:30PM.

Background Check Requirement:

Employment is contingent upon successful completion of a Level 2 background check, in accordance with applicable state and federal regulations. More information regarding the screenings can be found at the following link:

Join the Complete Care Family

If you’re ready to be part of a team that values compassion, professionalism, and excellence in patient care, Complete Care is the place for you. Join us in making a difference in the lives of our patients every day.

Complete Care proudly provides equal employment opportunities to all individuals regardless of race, ethnicity, beliefs, religion, marital status, gender, gender identity, citizenship status, age, veteran status, or disability.

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