Part-Time Patient Care Coordinator Dispensing

Job Description

Job Description

PART-TIME PATIENT CARE COORDINATOR – DISPENSING

Our Dispensing Patient Care Coordinators are the primary point of contact for patients throughout the home-testing process, answering questions, coordinating scheduling, obtaining and scanning required documentation, and documenting all activities in the electronic medical record. They are responsible for maintaining full schedules, dispensing diagnostic equipment, educating patients on proper device use, and ensuring the timely return and processing of completed studies. This role also oversees equipment readiness, inventory monitoring, and related administrative tasks to support efficient workflow and timely diagnostic results.

Travel will be required between the 8930 Gross Point Road, Suite #700 Skokie, IL 60077 and 3000 N. Halsted St., Suite #400 Chicago, IL 60657. This is a part-time position, with a Monday-Friday schedule.

This role will report to the Dispensing Lead.

PRIMARY RESPONSIBILITIES

• Maintain full and efficient schedules for Sleep Dispensing appointments, including Home Sleep Tests (HST) and Profiler studies.
• Coordinate same-day and future appointments for device pickup, setup, troubleshooting, and return.
• Contact patients by telephone, text, and EHR messaging to schedule, confirm, and reschedule appointments as needed.
• Respond promptly and professionally to patient and provider inquiries related to sleep testing and device use.
• Coordinate with providers, technologists, and other team members to ensure timely completion of testing and uninterrupted patient care.
• Dispense HST and Profiler devices to patients, including:
  • Device preparation and setup
  • Patient education and instruction on proper use
  • Review of return instructions and expectations
  • Answering patient questions regarding device use
  • Monitor timely return of all devices and proactively contact patients regarding overdue equipment.
  • Download study data and ensure all required information is accurately documented and routed according to department workflow.
• Maintain device inventory and functionality, including:
  • Cleaning and preparing equipment for reuse
  • Inspecting for damage or missing components
  • Reporting broken equipment and supply needs to the department lead
• Obtain, review, and scan all required documentation related to testing and device dispensing.
• Document all patient interactions, scheduling updates, and study-related activities in the electronic medical record (EMR).
• Assist with group administrative tasks including:
  • Monitoring Sleep Dispensing schedules to ensure appointment availability and efficient utilization.
  • Reviewing pending orders and referrals to ensure patients are scheduled appropriately.
  • Tracking overdue device returns and maintaining accurate equipment logs.
  • Scanning and indexing completed paperwork and testing documentation into the EMR.
  • Monitoring assigned tasks, voicemails, and internal messages related to sleep testing.
  • Coordinating replacement parts and supply requests with the department lead.
  • Assisting with patient outreach regarding incomplete paperwork, scheduling needs, or testing follow-up.
  • Supporting process improvement efforts to enhance workflow efficiency and patient experience.
• Other duties as assigned.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent required
• Ability to work within an EMR database and navigate through a Windows environment required
• Must be able to type a minimum of 30 words per minute with 90% or greater accuracy

PREFERRED QUALIFICATIONS

• 1-5 years of experience as a healthcare call center representative, patient access representative, patient service representative, medical scheduler, medical assistant, or medical receptionist
• Bilingual in English and Spanish (speaking, writing, and comprehension)
• Experience working in a Sleep or ENT Specialist Office

SUPERVISORY RESPONSIBILITY

This position has no supervisory responsibility.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

Chicago ENT is an Equal Opportunity Employer. We offer competitive salaries and benefits, including medical/dental, life and disability coverage, generous vision benefits, a 401 (k) plan with a match, vacation time, and weekends and major holidays off.

All applicants should be aware that employment is contingent upon the successful completion of a background check and drug screening. Failure to provide accurate information or pass these requirements may result in withdrawal of the employment offer.