Your front office staff is the main point of contact for anyone who calls or walks into your office. If you leave that position to someone untrained or not very skilled, you might as well be playing roulette with your marketing dollars.

Your front office needs Patient Care Coordinators who can manage patients and ensure they’re properly scheduled and arriving for care.

Your front office needs Patient Care Coordinators that are experts at managing patients.

But where do you find Patient Care Coordinators? You don’t find them, you create them. And to create highly skilled Patient Care Coordinators, you need the right staff, excellent training, proper drilling, and a way to track their success.

As part of my coaching and consulting, I strongly advocate calling your front office staff Patient Care Coordinators instead of front desk reps, medical receptionists, or receptionists. 

Over the years I’ve found that the better defined a position is, the more the people I hire understand what’s expected from them. 

Defining the position that directly manages your patients, their schedule, and their care as the Patient Care Coordinator gives a clear, concise description of the role and its responsibilities.

When we call them receptionists, front office reps, or medical receptionists, we don’t provide a clear picture of our expectations of the position, and we end up with what we promoted; basically, someone who thinks their primary responsibility is to answer the phones.  

Let’s face it, no one calls or walks into your practice unless they need help and your front office staff are their first point of contact. People only get the help they need if the clinician sees them, BUT they will only make it to the clinician if the front office staff are highly skilled in handling objections and managing patients. Can your front office convert all those people who call the practice into scheduled and arriving new patients? Do they identify all the calls they should identify as potential patients seeking help? The answer in most cases is no because they haven’t been trained to handle objections, and many fear it.

To create a Patient Care Coordinator, the next step is training

The better trained they are in handling objections and coordinating patients’ care, the better they manage their patients and the overall schedule. And the better the practice does. 

Like most practice owners and managers, you may have found that most front office staff ‘fell into their current career.’ Some may be new to this field altogether. Unlike physical and occupational therapists or veterinarians, who spend many years learning the theory behind the skills they use every day and then drilling the necessary skills over and over until they’re masters, most front office staff have NEVER had formal training available to them. In fact, most got on-the-job training around arriving and departing patients, it was rushed, and it was done by a co-worker who also received on-the-job training. Sound familiar? 

Imagine, the very first contact your potential patients have is with someone who doesn’t have formal training in how to identify and convert those in need to a scheduled and arriving new patient. Imagine how many more people you could be helping? Would that provide you with more certainty as an owner or manager? Would your practice thrive instead of merely coping or surviving? 

So, how does one create a Patient Care Coordinator?

First, you need to find the right people for the job. Often, someone with previous experience isn’t the best fit because they bring habits they learned at an earlier job; habits that don’t convert patients, don’t manage their care and aren’t beneficial to you or the patients you serve. 

Consider this: people who are afraid to confront others about things like expensive treatments or consistent missed visits and cancellations cause many problems for you and the patients that need your care.  

When your front office is staffed with a receptionist or a representative and not a trained Patient Care Coordinator, you’ll always have more empty schedule spots, lower arrivals, and collections… and there’ll be excuses why it can’t be improved or why they feel that “people are adults and should make their own decisions.” So, be diligent in your hires and your training.

Building a Patient Care Coordinator takes some effort and quite a bit of skill. They need guidance and support, someone who believes in them and their ability to learn. This builds confidence in self and a belief in their own ability – something many have lacked without formal training. 

With their training, they need to learn how to speak to people to maintain control of any situation; this is done with scripts. Have you ever handed your staff a script, but they didn’t use it? 

A script only works when someone understands the theory behind it and its purpose and when it’s been drilled in repeatedly in situations that mimic common situations that occur at the front desk. 

Do you remember doing this while you were training for your chosen profession? As PTs, OTs, and Veterinarians, we consider ourselves experts in our field. We didn’t get there without drilling specific skills repeatedly. In fact, we spent so many hours studying theory and then in practice. Do you remember how many years it took you? No one was letting you learn on the job, either.

Formal training is another necessity. Patients provide piles of excuses and objections that can interfere with or stop them front getting care altogether. In order for your front office staff to be successful in their position, they need to have a good strong knowledge of what it takes to properly manage patients and ensure they’re getting the care they need to recover. They MUST become ‘masters’ of patient handling and management. When they’re masters in patient management, they’ll be able to prevent a patient’s objections and excuses and get the patient scheduled and arriving for care. They’ll know what it takes to be successful and see the value in properly managing patients to help them get the care they need.

Lastly, to be highly successful in their positions, they need to take full responsibility for their position, their patients and for producing patients who are scheduled and arrive for care. To do this, your front office staff needs to know what they produce and, most importantly, what specific actions to take to generate to get the desired results. Part of their training should help them understand the post’s statistics (or metrics) and how to take ownership of those statistics. They should know how to evaluate their statistics and what actions to take should the statistics drop. This critical step is necessary to see them take full responsibility for their position.

A Patient Care Coordinator is highly skilled at properly managing patients and is constantly working toward the ultimate product of people helped. They don’t make excuses, take action, and manage your current patient list.

What if I told you that you could have your Patient Care Coordinators and also have what you need to train future Patient Care Coordinators?

What if you didn’t have to take the time away to create all this training?

What value would you put on having a great patient management system that gave you complete confidence that your patients were being properly managed and seen for care as prescribed?

Better yet, what if you could build up someone’s certainty of self, give them purpose, and provide them with the tools to success?

Front Office GURU provides all the training you need to create Patient Care Coordinators in your practice. As the owner or manager, you shouldn’t have to take time away from your busy day to create training or to test out ‘new ideas’ that may or may not work. Let me help you train your front office and provide you with the tools you need to train all new hires to be Patient Care Coordinators as well. 

Want to learn more? Then schedule a FREE Discovery Call to learn more about my programs and how I can help.

Wishing you the best, today and always!



I’m Dee

As a practice owner, former manager, and the Front Office GURU, I understand the difficulties you face because I’ve been there. And my programs provide the solution.

Are you struggling to train your front office team? Unsure how to go about establishing a proven training program for your front desk? Not sure where to start or what your options are?

Then schedule a FREE Discovery Call to learn more about my programs.

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At Front Office GURU, we offer two main training options for you and your Patient Care Coordinators.

Your first option is my virtual academy where you and your team will work through video-based lessons and apply the implementation provided in your lesson workbooks. Your other option is my flagship program where you work one-on-one with me as I guide you through my Basic Patient Care Coordinator Program.

You can learn more about each program below:

The Front Office GURU Training Academy is an online training platform for you and your Patient Care Coordinators! It’s great for team building and establishing successful systems and training for your front desk. And the BEST part? YOU don’t have to recreate the wheel – it’s ALL done for YOU, and you can follow along the path I’ve set or go straight to that one problematic area you want to fix!!

Getting started is super easy…make your payment, open your welcome email, set up your account and off you go. I’ve even provided training instructions to help you along the way…

Your Patient Care Coordinators will feel welcome and supported as the training is ALL about them. Click HERE for more info and get started right away!

Not sure what’s best for you and your team? Or looking for more info and pricing on my guided Basic Patient Care Coordinator Program? CLICK HERE to schedule a FREE Discovery Call.

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