Remote patient coordinators working your US hours, trained on your scheduling rules, scripts and HIPAA-aligned data handling before day one. Managed by RevHires, month to month, from $6 to $15 per hour. We sign your BAA.
Patients do not wait. When your front desk is juggling check-ins, the phone rolls to voicemail, referrals sit in the fax queue and recall lists go untouched. Each gap is an empty slot on tomorrow's schedule and revenue you already paid to acquire.
When you hire a patient coordinator through RevHires, you get a dedicated, managed team member who owns the work between the first call and the kept appointment: scheduling, reminders, referral follow-up, waitlist backfill and the handoffs your clinical staff should not be chasing. We train them on your exact SOPs before they touch your queue, score their calls daily and replace anyone who misses the bar at no extra staffing charge.
A patient coordinator, also called a patient care coordinator or patient services coordinator, manages the administrative path a patient takes through your practice. They schedule and reschedule appointments, confirm visits, process referrals, coordinate between providers and keep patients informed about next steps. They are not clinicians and do not give medical advice. Their job is to make sure the right patient sees the right provider at the right time, with paperwork, authorizations and reminders handled before the visit.
Books, reschedules and cancels appointments in your EHR or practice management system using your provider templates, visit types and buffer rules. Matches patients to the correct provider and location, prevents double bookings, and protects the same-day slots your clinical team wants held for urgent requests.
Works the inbound referral queue from fax, portal and email. Logs each referral, confirms the patient's contact details and insurance, calls to schedule within your target window, and closes the loop with the referring office so no referral ages out unworked.
Runs confirmation calls and texts 24 to 72 hours before visits, following your script. Captures cancellations early, moves patients into open slots, and documents every outcome so your no-show rate becomes a number you can track and improve.
Fills cancellations from your waitlist and works recall lists for annual visits, follow-ups and overdue care. Prioritizes patients by your rules, logs every attempt, and turns gaps in the schedule into booked appointments instead of lost provider hours.
Confirms demographics, insurance details and required forms before each visit. Sends intake packets or portal links, checks that authorizations and referrals are on file, and alerts your team to anything missing while there is still time to fix it.
Routes clinical questions, medication requests and test result inquiries to the right nurse or provider through your messaging workflow. Uses your escalation rules word for word, never offers medical advice, and documents each handoff so the patient gets a timely, accurate callback.
Answers inbound calls, portal messages and voicemail with a calm, professional tone. Explains directions, preparation instructions and office policies from your approved scripts, and handles frustrated patients without escalating every call to your office manager.
Keeps clean notes on every interaction in your system of record. Reports daily on calls handled, appointments booked, referrals scheduled and open items, so you can see exactly where the schedule is leaking and what is being done about it.
Every profile includes a voice clip, enterprise background, English level and a scored role play.
Patient coordinator candidates run a live scheduling simulation: a mock calendar with conflicting provider templates, a referral that needs insurance confirmed, and a patient who wants a same-day slot that does not exist. We score accuracy, tone and how they deliver the no. They also complete an English listening test built on regional US accents, a data entry accuracy check, and a privacy scenario where they must decline to share details with an unverified caller.
The US figure starts with the BLS national median for medical secretaries and administrative assistants, the closest federal category to patient coordinators, then adds a 30% load for payroll taxes and benefits. It does not include recruiting, turnover, training time or management. Through RevHires, a full-time hire in this role typically earns $6 to $15 per hour. The RevHires figure uses the top of that range, $15 per hour at 40 hours, paid direct to your hire or through RevHires, plus one flat placement fee. Want the team managed for you? Done-for-you pricing is covered on your strategy call.
Your ICP, offer, scripts, tools and targets.
Your tone, scripts and objection tree, trained in.
Live role plays against your real objections.
Scorecard set to your definition of good.
Dials, tickets or tasks, with daily reporting.
One all-inclusive rate, month to month, based on your hours and team size. No payroll tax, benefits or recruiting fees. Quick replacement on every managed plan.
Through RevHires, a full-time patient coordinator typically earns $6 to $15 per hour, about $1,040 to $2,600 per month, paid direct to your hire or through RevHires. You pay one flat placement fee, and only when you hire. Want the team managed for you? Done-for-you pricing is covered on your strategy call.
Seven days from kickoff to live. Day 1 is discovery on your workflows and systems. Days 2 to 3 are SOP Voice Cloning, where we train your coordinator on your scripts, visit types and escalation rules. Days 4 to 5 are role scenario training on your real call types. Day 6 is QA calibration with your team, and on Day 7 they start working your queue.
Our coordinators are college-educated with near-native English, and many come from enterprise teams at companies like Vodafone, Microsoft and Amazon. We test listening comprehension against regional US accents and train on your scripts, your tone and the way your practice talks to patients. Daily QA scoring catches anything that sounds off before it becomes a pattern.
Yes. Your coordinator works your schedule in Eastern, Central, Mountain or Pacific time. Most practices want coverage before the doors open, through lunch and into the evening when patients call back. We staff to your phone volume, including early or split shifts, so the queue is covered when your patients are actually calling.
We do. Every coordinator sits in a RevHires pod with an active pod lead. Calls and tasks are scored on daily QA scorecards, and you get a weekly performance review. You set the standards and priorities. We handle coaching, attendance and quality so your office manager is not running a second team on the side.
Every engagement runs under NDAs and documented data handling protocols, and RevHires signs a Business Associate Agreement with healthcare clients. Coordinators are trained on HIPAA-aligned data handling before go-live, including caller verification, minimum necessary access and what never leaves your systems. They work inside your EHR and phone tools with the access levels you assign.
Tell us. If a coordinator misses the standard, we replace them quickly at no extra staffing charge and train the replacement on the same SOPs before they take calls. Because the engagement is month to month, you are never locked into a team that is not performing. Daily QA scores usually surface fit issues early, so we can act before you have to ask.
See the shortlist, hear the voice clips, and get the right hire in front of your buyers fast.