Front Office Coordinator Behavioral Health

MIND HEALING & WELLNESS CENTER; Worcester (MA); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Paid time off

Training & development

Career growth opportunities

Job summary

Mind Healing & Wellness Center is seeking a Front Office Coordinator to be the first point of contact for patients, ensuring a welcoming and organized front desk.

Responsibilities include greeting patients, scheduling, insurance verification, check-in/out, and coordination with clinical staff. Training will be provided at the Northborough location, with a Worcester, MA base.

Qualifications

• High school diploma or equivalent.
• At least 1 year of front desk/healthcare admin experience in behavioral health.
• Excellent customer service and interpersonal skills.
• Strong computer skills and quick learner of new software.
• Ability to multitask in a fast-paced clinical environment.
• Strong organizational skills and attention to detail.
• Reliable transportation and excellent attendance.

Responsibilities

• Greet patients and visitors in a professional, warm manner.
• Answer and respond to phone inquiries promptly.
• Schedule, reschedule, and confirm appointments to optimize provider availability.
• Complete patient check-in and check-out procedures.
• Verify insurance eligibility and benefits prior to appointments.
• Collect copays, deductibles, and other payments.
• Maintain accurate patient demographics and insurance information.
• Enter and maintain patient records in the EHR.
• Assist with referrals, prior authorizations, and care coordination.
• Monitor schedules and communicate changes effectively.
• Coordinate onboarding and new-patient registration.
• Maintain HIPAA confidentiality and compliance.
• Collaborate with providers, clinical staff, and billing personnel.
• Assist with additional duties as assigned.

Skills

Customer service

Interpersonal skills

Multitasking

Attention to detail

Organizational skills

Communication

Bilingual (Spanish/English)

Reliability

Education

High school diploma

Tools

Valant EHR

Tebra

Athenahealth

eClinicalWorks

Job description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Training & development

Location:

Worcester, MA (Training will be in Northborough)

Schedule:

Monday–Friday, with occasional weekend coverage as needed

Hours - 10AM - 7 PM

About Us

Mind Healing & Wellness Center is a growing outpatient behavioral health practice providing psychiatric medication management, therapy, TMS, and other mental health services. We are seeking a compassionate, organized, and dependable Front Office Coordinator to serve as the first point of contact for our patients.

This role is ideal for someone who enjoys helping others, thrives in a fast-paced healthcare environment, and understands that outstanding patient service begins at the front desk.

Position Summary

The Front Office Coordinator is responsible for ensuring an exceptional patient experience while supporting the daily administrative operations of our behavioral health clinic. This position requires excellent communication skills, strong attention to detail, and the ability to balance patient care with financial and administrative responsibilities.

Responsibilities

• Welcome patients and visitors in a professional, warm, and compassionate manner.
• Answer incoming phone calls and respond to patient inquiries promptly.
• Schedule, reschedule, and confirm appointments while maximizing provider schedules.
• Complete patient check-in and check-out procedures.
• Verify insurance eligibility and benefits prior to appointments.
• Collect copays, deductibles, outstanding balances, and other patient payments.
• Maintain accurate patient demographic and insurance information.
• Enter and maintain patient records within the electronic health record (EHR).
• Assist with referrals, prior authorizations, and coordination of care.
• Monitor provider schedules and communicate scheduling changes effectively.
• Coordinate new patient onboarding and registration.
• Maintain confidentiality and comply with HIPAA regulations.
• Collaborate with providers, clinical staff, and billing personnel to ensure smooth daily operations.
• Assist with additional administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Minimum one year of front desk, medical receptionist, or healthcare administrative experience in a behavioral health setting.
• Excellent customer service and interpersonal skills.
• Strong computer proficiency and ability to learn new software quickly.
• Ability to multitask in a fast-paced clinical environment.
• Strong organizational skills and attention to detail.
• Reliable transportation and excellent attendance.

Preferred

• Experience using Valant EHR (or similar systems such as Tebra, Athenahealth, or eClinicalWorks).
• Insurance verification and eligibility experience.
• Medical billing or revenue cycle experience.
• Bilingual (Spanish/English).

What We’re Looking For

• Dependable and punctual.
• Professional, compassionate, and patient-focused.
• Calm under pressure and able to manage multiple priorities.
• Comfortable discussing financial responsibilities with patients respectfully and confidently.
• A strong communicator who enjoys working as part of a collaborative team.
• Self-motivated with a positive attitude and strong work ethic.

Benefits

• 401(k)
• Paid Time Off (PTO)
• Professional Development Opportunities
• Opportunities for career growth within a rapidly expanding behavioral health organization

Medical Specialty

Behavioral Health / Psychiatry

Schedule

• Monday–Friday 10 AM - 7 PM
• Day Shift
• Afternoon Shift
• Occasional Weekend Coverage

Job Types

Full-Time

Work Location

In Person – Worcester, MA (Initial Training will be at the Northborough location)