Front Office Care Coordinator

Colorado Psychiatry Solutions; Colorado Springs (CO); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading neuropsychiatric center in Colorado Springs is seeking a Front Office Care Coordinator to manage patient interactions and support clinic operations. The ideal candidate will have strong communication skills and a background in healthcare administration, ensuring a positive experience for patients seeking mental health services.

Benefits

401(k) Matching

Health insurance

Vision Insurance

Paid time off

Paid Holidays

Qualifications

• Knowledge of medical terminology required.
• Experience with electronic health record software preferred.
• HIPAA training necessary.

Responsibilities

• Greet patients and manage appointment logistics.
• Verify insurance and handle patient inquiries.
• Document patient interactions in the EHR.

Skills

Communication

Organizational Skills

Multitasking

Empathy

Confidentiality

Education

High school diploma or GED

Associate degree in Healthcare Administration (preferred)

Job description

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Colorado Psychiatry Solutions , located in beautiful, mountainous Colorado, was founded in early 2021 in Colorado Springs as an outpatient neuropsychiatric center by Dr. Ashley Johnson, DO-- a long-time Air Force Veteran and interventional psychiatrist . CPS was designed from its inception to provide the most effective, cutting-edge neuropsychiatric treatments with a focus on improving brain health and quality of life for those suffering from common mental health, substance use disorders, and chronic pain.

Our centers provide advanced medical therapies, including, but not limited to, Transcranial Magnetic Stimulation (TMS) , Ketamine infusion , Spravato (esketamine) nasal spray, Ketamine Assisted Psychotherapy , and neuropsychiatric medication management . CPS strives to provide high-quality, collaborative care to military veterans, civilian first responders, their family members, and the Greater Colorado Springs and Monument, Colorado communities.

Job Summary:

The Front Office Care Coordinator plays an essential role in the smooth, day-to-day operations of the clinic. This role is responsible for welcoming patients, managing incoming communication, ensuring efficient appointment scheduling, verifying insurance, and supporting the clinical team through accurate data entry and patient coordination. The ideal candidate brings a warm, professional demeanor and a strong attention to detail in a fast-paced, multidisciplinary outpatient setting.

Unlike a traditional receptionist, this role demands proactive coordination, compassionate communication, and a strong grasp of behavioral health workflows.

Key Responsibilities:

• Greet all patients and visitors with professionalism and warmth, ensuring a positive and reassuring environment.
• Serve as a knowledgeable resource for patients regarding their treatment process, appointment logistics, and provider communication.
• Confirm and educate patients on appointment details, pre-visit instructions, and necessary documentation.
• Manage patient check-in/check-out procedures, ensuring all needs are addressed and follow-ups are scheduled timely.
• Verify patient insurance and prior authorization status.
• Follows up consistently on referrals, screeners, and missed appointments.

Care Coordination Across Services

• Proactively manage and coordinate appointments across multiple office locations and services (e.g., psychiatry, therapy, TMS, ketamine), minimizing scheduling conflicts and delays.
• Ensure continuity of care by confirming that follow-up appointments and internal referrals are appropriately tracked and communicated to patients.
• Utilize patient trackers to coordinate the scheduling of multiple services.
• Manages multi-step workflows for intakes, referrals, and follow-ups

Reception & Administrative Support

• Answer incoming calls, emails, and patient portal messages, route messages accurately, and respond to patient inquiries with urgency and empathy.
• Collect and verify insurance and demographic information.
• Support eligibility checks and pre-authorizations as needed.
• Process medical records requests, faxing, and scanning of documentation into the EHR.
• Manage waiting room flow and maintain front office appearance and supplies.
• Collect patient payment at check-in and communicate cost-sharing responsibilities to patients.
• Accurately input payment history, upcoming payment information, and other financial data into individual accounts.

Documentation & EHR Management

• Accurately document all patient interactions in the electronic health record (EHR), ensuring appropriate follow-up actions are noted and completed.
• Utilize internal communication tools and patient memos to ensure continuity of care across all staff.
• Track no-shows, cancellations, and rescheduled appointments for quality improvement and patient follow-up.
• Accurately input payments, invoices, and other financial data into individual accounts.
• Work closely with providers, technicians, and administrative staff to streamline patient care workflows.
• Attend team huddles and staff meetings to relay patient feedback, scheduling barriers, or operational concerns.
• Identify and escalate urgent issues (e.g., patient complaints, safety concerns, care delays) to clinical supervisors or management.

Mission Alignment

• Uphold Colorado Psychiatry Solutions’ mission: "Providing hope and healing for treatment-resistant and complex neuropsychiatric conditions."

Skill Requirements:

• Exceptional communication and interpersonal skills with a patient-centered mindset
• Excellent work ethic and organizational skills; outcome-oriented
• Strong ability to multitask in a multi-provider environment
• Willingness to learn and adapt; ability to manage multiple tasks under stress
• Maintain strong patient boundaries, strict confidentiality, and high integrity
• Exercises sound judgment when triaging patient needs or escalating urgent concerns to clinical staff
• Approaches every interaction with empathy, professionalism, and patience, particularly when working with patients in emotional distress
• Maintains composure under pressure and demonstrates cultural sensitivity, especially when working with veterans, active-duty personnel, and trauma-exposed individuals
• Understands psychiatric terms, treatment tracks (e.g., TMS, ketamine, Spravato), and general mental health service workflows
• Competency in spreadsheets (Excel, Google Sheets)

Qualifications:

Required

• High school diploma, GED, or equivalent
• Knowledge of medical terminology
• Experience with electronic health record software
• Experience scheduling appointments in a medical setting
• HIPAA training
• Must be comfortable discussing service costs and collecting patient payments

Preferred

• Associate degree or higher in Healthcare Administration or related field
• Experience with Google Workspace
• Experience working with patients who are suffering from common mental health disorders
• Military Veteran status, military spouse, or previous work in military/government helping agencies or underserved populations

Physical Requirements:

• Full range of body motions, including manual and finger dexterity and hand-eye coordination
• Some sitting, bending, stooping, and stretching
• Standing and walking
• Occasional lifting of up to 20 pounds
• Must have adequate hearing and speaking ability to communicate with co-workers and others in person, by phone, and via online correspondence

(Full-Time)

• 401(k) Matching
• Health insurance
• Vision Insurance
• Paid time off
• Paid Holidays
• Hourly
• Full-Time

Compensation

• $19-$21/hour

Location:

Colorado Psychiatry Solutions is an Equal Opportunity Employer and does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business needs. Applicants may redact age-related information from additional application materials, including, but not limited to, resumes, CVs, transcripts, and certifications. (DEPARTMENT OF LABOR AND EMPLOYMENT Division of Labor Standards and Statistics POSTING, SCREENING, AND TRANSPARENCY RULES (“POST Rules”) 7 CCR 1103-18)

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

• Industries

  Mental Health Care

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