17 Practice Coordinator Interview Questions and Answers

The medical field is one of the most important and demanding industries in the world. It’s also one of the most fast-paced and ever-changing. To keep up with the latest advances in medicine, practices need to have a coordinator who can ensure that everything runs smoothly.

If you’re considering a career as a practice coordinator, you’ll need to be prepared for your job interview. In this guide, you’ll find some of the most common practice coordinator interview questions and answers.

Are you comfortable working with a team of healthcare professionals to coordinate patient care?

The interviewer may ask this question to learn more about your interpersonal skills and how you collaborate with others. Your answer should include an example of a time when you worked well with a team to coordinate patient care.

Example: “I have experience working as part of a healthcare team, including the medical staff, nurses and other practice coordinators. In my previous role, I was responsible for scheduling appointments for patients and communicating with them by phone or email. One day, I noticed that one of our doctors had several patients scheduled at the same time. I spoke with him about it, and he said he would be able to see all of his patients if we rescheduled two of them for later in the afternoon. We were able to accommodate all of the patients’ needs while also ensuring that the doctor could provide quality care.”

What are some of the most important skills for a practice coordinator to have?

This question can help the interviewer determine if you have the skills and abilities to be successful in this role. When answering, it can be helpful to mention a few of your strongest skills and how they relate to the job.

Example: “The most important skill for a practice coordinator is communication. This role requires me to communicate with many different people within the office, including doctors, nurses, patients and other staff members. I also need strong organizational skills because I am responsible for managing multiple projects at once. Finally, I find that problem-solving skills are beneficial as well. There are always challenges that arise when working in healthcare, so having the ability to solve problems quickly can be essential.”

How would you handle a situation where a patient is angry about having to wait for their appointment?

This question can help interviewers understand how you handle challenging situations and the steps you take to resolve them. When answering, it can be helpful to describe a specific situation where you helped an upset patient and what actions you took to make them feel more comfortable or satisfied with their experience at your previous job.

Example: “When I worked as a receptionist for a family doctor’s office, we had a few patients who would get upset when they had to wait for their appointment. To help calm these patients down, I would always try to find out why they were waiting longer than expected. Sometimes this was due to a late arrival of another patient, but other times it was because the doctor needed extra time with a current patient. In both cases, I would apologize and explain that our team is dedicated to providing quality care and ensuring all patients receive equal attention.”

What is your experience with using scheduling software in a medical setting?

The interviewer may ask you this question to learn about your experience with using scheduling software in a medical setting. This can help them understand how familiar you are with the software and whether you have used it before. If you haven’t worked in a medical setting, consider sharing your experience with other types of scheduling software.

Example: “I’ve used scheduling software for my previous two jobs as a practice coordinator. I find that it’s helpful to use scheduling software because it allows me to see all of the patients scheduled for an appointment at once. It also helps me keep track of who is where and when they’re supposed to be there. In addition, it makes it easy to make changes to appointments if needed.”

Provide an example of a time when you had to help a patient who was not happy about their treatment plan.

This question can help interviewers understand how you handle conflict and challenging situations. In your answer, try to show that you are empathetic and willing to listen to patients’ concerns.

Example: “I once had a patient who was unhappy with their treatment plan because they felt like it wasn’t helping them enough. I listened to the patient’s concerns and explained our reasoning for recommending the current course of action. The patient understood my explanation but still wanted to discuss other options. We talked about some alternative treatments and decided together on one that would be more suitable for the patient.”

If a doctor in the practice is having a bad day and is short-tempered with patients, how would you handle the situation?

Interviewers ask this question to see how you would handle a challenging situation. They want to know that you can diffuse conflict and keep the practice running smoothly. In your answer, explain what steps you would take to resolve the issue and ensure it doesn’t happen again.

Example: “If I noticed a doctor was having a bad day, I would approach them privately and let them know they were coming across as short-tempered with patients. I would offer to help in any way I could so they could get through their workday without feeling stressed. If they needed to leave early or take a break, I would make sure someone covered for them so we didn’t have any patient issues.”

What would you do if a patient called the practice asking for a doctor who had recently left the practice?

This question can help interviewers understand how you would handle a challenging situation. In your answer, try to show that you are willing to take responsibility and have the ability to solve problems.

Example: “If a patient called asking for a doctor who had recently left the practice, I would first apologize for their inconvenience and explain why the doctor was no longer with us. Then, I would offer them an appointment with another doctor in the practice or refer them to another medical facility if necessary. If they were unhappy with this solution, I would do my best to find a way to accommodate them.”

How well do you understand HIPAA and other privacy laws?

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that protects the privacy of an individual’s medical records. The interviewer may ask this question to see if you are familiar with HIPAA and other privacy laws, as well as how you would handle confidential information in your role as practice coordinator. In your answer, try to show that you understand these regulations and can keep patient information private.

Example: “I am very familiar with HIPAA and other privacy laws because I worked at my previous job as a receptionist for a doctor who was required to follow HIPAA guidelines. I also took a course on HIPAA compliance when I first started working there so I could better understand the importance of keeping patient information private.”

Do you have experience working with insurance companies to help patients get the most out of their coverage?

The interviewer may ask this question to learn more about your experience working with insurance companies and how you can help patients get the most out of their coverage. Use examples from past experiences where you helped patients understand their benefits or worked with an insurance company to find a solution for a patient’s needs.

Example: “In my last role, I had to work with several different insurance companies to ensure that our patients were getting the best care possible. In one instance, a patient came in with a broken arm but didn’t have any money left on their insurance plan. We contacted the insurance company and found that they could cover the cost of the cast if we removed it every few days to check for swelling. The patient agreed, and we saved them hundreds of dollars.”

When a patient calls the practice, how do you determine if they are calling about a medical issue or about administrative issues?

This question can help interviewers understand how you prioritize your work and interact with patients. Your answer should show that you are able to handle administrative tasks while also being attentive to patient needs.

Example: “When a patient calls the practice, I first ask them what their issue is so I can determine if it’s medical or administrative in nature. If they’re calling about an administrative matter, such as billing questions or scheduling concerns, I will direct them to our front desk staff who can address their concerns. If they’re calling about a medical concern, I will listen carefully to their symptoms and take notes on any information they provide me.”

We want to improve our customer service. Describe a strategy you would use to improve our response times when patients call the practice.

Interviewers ask this question to learn how you would improve their practice’s customer service. Use your answer to highlight your communication and problem-solving skills, which are two important qualities for a practice coordinator.

Example: “I think the most effective way to improve response times is by creating a system that tracks all incoming calls. This will allow me to see who is taking too long to respond to patients’ questions or concerns. I can then address these issues with the staff member so they know what areas they need to work on. Another strategy I use to improve response times is scheduling regular meetings with staff members to discuss patient feedback. This gives us an opportunity to talk about any concerns we have and find ways to resolve them.”

Describe your experience with managing the flow of patients through a doctor’s schedule.

This question is an opportunity to show your ability to manage multiple tasks and prioritize them effectively. Use examples from previous experience to describe how you managed the flow of patients through a doctor’s schedule, including how you communicated with other staff members about scheduling changes or cancellations.

Example: “In my last role as practice coordinator, I was responsible for managing the flow of patients through the day by communicating with doctors and their teams about any changes to their schedules. If a doctor had to cancel a patient appointment, I would communicate that information to the patient and reschedule it if necessary. If there were no available appointments, I would offer the patient another time slot or refer them to another office.”

What makes you stand out from other candidates for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their team. Before your interview, make a list of all the skills and experiences that qualify you for this role. Focus on highlighting your most relevant experience and soft skills.

Example: “I have five years of experience as a practice coordinator in my current position. I am familiar with the responsibilities of this role and know what it takes to be successful. In my previous job, I helped implement new systems and procedures to improve patient care and satisfaction. My knowledge of medical terminology and HIPAA compliance makes me an ideal candidate for this role.”

Which scheduling software programs have you used in the past?

Practice coordinators often need to use scheduling software programs to manage their team’s work schedules. The interviewer may ask this question to learn about your experience using these types of programs and how you’ve used them in the past. In your answer, share which scheduling software programs you have used before and what your experience was with each one.

Example: “I’ve worked with three different scheduling software programs in my previous roles as a practice coordinator. I started out working with Practice Planner, but then switched to Schedulicity when I moved to my current role. I really like both of these programs because they allow me to create detailed schedules for my teams that include tasks, deadlines and other important information. However, I find that I prefer Schedulicity over Practice Planner because it allows me to customize my schedule more effectively.”

What do you think is the most important aspect of customer service?

Interviewers ask this question to see if you have the same priorities as they do. They want someone who can help their team deliver excellent customer service, so it’s important that your answer aligns with theirs. When answering this question, think about what you value most in a customer service experience and how you would apply those values to your role.

Example: “I believe the most important aspect of customer service is empathy. I feel like when we are empathetic toward our customers, we can better understand their needs and provide them with solutions. In my last position, I was responsible for managing the patient portal, which allowed patients to communicate with us through email or online forms. I always made sure to respond to every message within 24 hours, and I tried to make each response personal by asking questions about their situation and offering additional resources.”

How often should a practice coordinator update a patient’s file?

This question can help the interviewer understand how you organize your work and prioritize tasks. Your answer should show that you are organized, detail-oriented and able to manage multiple projects at once.

Example: “I update a patient’s file every time I communicate with them or their doctor. This includes phone calls, emails, text messages and in-person visits. If I am unable to speak with a patient for any reason, I will leave them a message on their voicemail or send an email. I also make sure to document all of my communication methods in the patient’s file so there is no confusion about what was said.”

There is a patient who consistently misses their appointments. How would you handle this situation?

Interviewers ask this question to see how you handle challenging situations. They want to know that you can remain calm and professional when working with patients who are difficult or uncooperative. In your answer, explain the steps you would take to try to resolve the situation.

Example: “I would first call them to remind them of their appointment. If they still don’t show up, I would call them again to find out why. Sometimes people forget about appointments, so I would make sure they didn’t have a valid reason for missing it. If they did miss it without a good excuse, I would send them a letter explaining that we will no longer be able to treat them if they continue to miss appointments.”