Client Coordinator

Job Title: Client Coordinator Specialist Job Description
The Client Coordinator Specialist plays a key role in supporting patients through the entire front-end service process. This position works in a fast-paced office and call center environment, handling inbound calls and emails, performing administrative and clerical tasks, and ensuring that patient referrals, orders, and insurance-related documentation are processed accurately and efficiently. The specialist helps patients understand their financial responsibilities, coordinates equipment orders as prescribed by physicians, and maintains thorough records in electronic medical record (EMR) systems.
Responsibilities
- Learn and understand the full front-end process to ensure smooth and successful service for patients.
- Work in a fast-paced environment answering incoming calls and emails, routing inquiries, and performing administrative duties.
- Obtain, analyze, and verify the accuracy of information received from referrals.
- Create orders and schedule patients to receive equipment as prescribed by their physicians.
- Educate patients about their financial responsibility when applicable, including coverage, copays, and deductibles.
- Develop and maintain a working knowledge of current products and services offered by the company.
- Answer all calls and emails in a timely manner in adherence to established performance goals.
- Document all call information accurately and completely according to standard operating procedures.
- Respond to questions about products and services, retail locations, and general service line information based on customer needs.
- Process orders, route calls to the appropriate resource, and follow up on customer calls when necessary.
- Review all required documentation to ensure completeness and accuracy before processing.
- Accurately process, verify, and submit documentation and orders in accordance with company and payer requirements.
- Complete insurance verification, including coverage, copays, coinsurance, and deductibles.
- Obtain pre-authorizations when required by insurance carriers and process physician orders to insurance carriers for approval and authorization.
- Navigate multiple online EMR systems to obtain and review applicable documentation.
- Enter and review all pertinent information in EMR systems, including authorizations and expiration dates.
- Communicate regularly with Customer Service and Management regarding trends or issues identified with insurance companies.
- Contact patients when received documentation does not meet payer guidelines to provide updates and offer additional options to facilitate the referral process.
- Meet established quality assurance requirements and other key performance metrics.
Essential Skills
- Strong customer service skills with the ability to communicate clearly and professionally by phone and email.
- Proficiency in data entry with high attention to detail and accuracy.
- Administrative and clerical skills, including organizing, filing, and managing documentation.
- Ability to use Microsoft Office applications for everyday tasks and documentation.
- Capability to support logistics related to patient equipment orders and scheduling.
- Ability to navigate and work within multiple online EMR systems.
- Understanding of basic insurance concepts such as coverage, copays, coinsurance, deductibles, and pre-authorization requirements.
- High School Diploma or equivalent.
- At least one (1) year of work-related experience in health care administrative, financial, or insurance customer service, claims, billing, call center, or management in any industry.
- Ability to work effectively in a fast-paced environment while meeting performance and quality metrics.
Additional Skills & Qualifications
- Experience in a call center or high-volume customer contact environment.
- Background in health care administration, insurance verification, claims, or billing.
- Familiarity with standard operating procedures and quality assurance standards.
- Ability to identify and communicate trends or recurring issues with insurance companies.
- Strong problem-solving skills to offer patients alternative options when documentation does not meet payer guidelines.
- Comfort working with multiple systems and applications simultaneously.
Work Environment
This role is based in a small office environment with a long-term opportunity for stability and growth. The position involves working in a fast-paced setting where you will spend much of your time on the phone and computer, handling calls, emails, and EMR documentation. You will use Microsoft Office and multiple online EMR systems daily, and collaborate closely with customer service and internal teams. Professional office attire is expected, and the work is primarily performed during standard business hours, supporting a structured and goal-oriented atmosphere focused on quality and efficiency.
Job Type & Location
This is a Contract position based out of Hiawatha, IA.
Pay and Benefits
The pay range for this position is $18.50 - $18.50/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Workplace Type
This is a fully onsite position in Hiawatha,IA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.