Lead Practice Coordinator

BEHAVIORAL HEALTH PRACTICE SERVICES LLC.; Mishawaka (IN); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

Medical

Dental

Vision

AD&D

Short & long-term disability

Life insurance

401k with employer match

Paid parental leave

Paid time off

Holiday pay

Employee Assistance Program

Job summary

LifeStance Health is seeking a Lead Practice Coordinator to oversee front office operations across multiple Mishawaka practice locations. You will ensure exceptional patient service for in-person and telehealth visits, manage scheduling, billing inquiries, and insurance verifications, and support clinicians and staff to maintain smooth daily operations.

The role requires strong multi-tasking, communication, and confidentiality, with 100% onsite work and travel between locations.

Qualifications

• Requires ability to multitask and manage front office operations while delivering high-quality patient service.
• Strong communication skills and teamwork are essential for coordinating with clinicians and staff.
• HIPAA compliance and confidentiality must be maintained in all patient interactions.

Responsibilities

• Oversee front office daily activities for assigned practice locations.
• Ensure accurate patient check-in/out and courteous service for in-person and telehealth patients.
• Coordinate scheduling and financial transactions, including co-pays and insurance eligibility checks.
• Guide onboarding and training for new Practice Coordinators and fill staffing gaps as needed.
• Monitor calls and KPI performance, improving processes with Practice Group Manager input.
• Collaborate with clinicians on schedules and patient questions; audit appointment accuracy.

Skills

Multitask

Communication

Independent work

Team player

HIPAA knowledge

Travel flexibility

Education

High School or equivalent

Associate/Bachelor's degree preferred

Tools

Microsoft Office

EMRs

Job description

At LifeStance Health, we strive to help individuals, families, and communities with their mental health needs. Everywhere. Every day. It’s a lofty goal; we know. But we make it happen with the best team in mental healthcare. Thank you for taking the time to explore a career with us. As the fastest growing mental health practice group in the country, now is the perfect time to join our team!

Benefits

• medical
• dental
• vision
• AD&D
• short and long-term disability
• life insurance
• 401k retirement savings with employer match
• paid parental leave
• paid time off
• holiday pay
• Employee Assistance Program

Job Summary: The Lead Practice Coordinator is responsible for the oversight of the front office daily activities for their assigned practice group locations, ensuring quality customer service to in-person and remote patients and clinicians.

Compensation: Starting at $23.50/hour, plus quarterly bonus/incentive potential

Location: 3930 Edison Lakes Pkwy, Suite 320 Mishawaka, IN 46545

Operational Excellence

• Create a positive work environment; be a culture carrier and support in-office clinician and staff engagement activities to promote LFST culture, engagement, and connection.
• Conduct schedule preparation process for all patients to ensure paperwork and documentation is complete, credit card on file is current, demographics are accurate, and chart is prepared.
• General office duties to ensure the practice is running smoothly and prepared for patients and clinicians.
• Monitor Practice Group phone queue operational monitoring to ensure resources are aligned across the group to manage demand of incoming calls, while balancing other duties.
• Coordinate efforts across Practice Coordinators to ensure KPI achievement.
• Lead the implementation of new processes at the practice level as they are rolled out by the Practice Group Manager or Clinical Director.
• Fill in gaps for front office staff vacancies as needed to ensure availability of resources to our patients and clinicians.

Patient Support

• Provide exceptional customer service, responding quickly and appropriately to patient needs, and being prepared to manage potentially difficult or sensitive situations by following Crisis and De-escalation Processes.
• Manage front desk responsibilities including greeting and checking patients in/out in a courteous manner.
• Provide support across Practice Group to patients with requests via phone, email, and/or portal with payment/billing related questions, scheduling needs, release requests, etc.
• Manage any urgent requests; triage patient issues and resolution, i.e., direct to correct departments or elevate for assistance.
• Collect all in-person and telehealth co-payments and account balances at the time of service.
• Complete insurance eligibility verification, reach out to patients to resolve issues as needed.

Clinician Support

• Provide general clinician support – assist clinicians with administrative questions and/or duties such as sending letters, faxes, etc.
• Coordinate with clinicians pertaining to any additional patient questions.
• Support clinician schedules by auditing for appointment accuracy.

Practice Coordinator Support

• Troubleshoot workflow issues and implement workable solutions for Practice Coordinators.
• Lead onboarding and on-the-job training for new Practice Coordinators joining the organization.
• Ensure front office coverage across the Practice Group.
• Fill in for any practice coordinator vacancies as needed.
• Maintain a pleasant, secure, and motivational working environment.

Required Skills/Abilities

• Ability to multitask and prioritize duties to support delivery of high-quality patient experience.
• Ability to work independently and as a team member.
• Excellent communication skills, both written and verbal.
• Proficient in using Computer Software Applications (Microsoft Office & EMRs).
• Comfortable handling sensitive and confidential Information (HIPAA).
• Flexibility to travel between locations throughout the week.

Education and Experience

• High School or equivalent required, associates/bachelor’s degree preferred.
• 2+ years of demonstrated success in a healthcare operations role or 1+ year exceptional performance in similar role or setting.

Professionalism and Decision-making Responsibilities

• Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the company.
• Mentoring Aptitude & Desire: Possess the interest, ability, and skills to coach junior employees as they grow and develop in their role.
• Build Relationships: Establish and maintain positive working relationships with others internally and externally to achieve the organization's goals.
• Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Growth Mindset: Actively look for ways to improve processes/performance.
• Assess problem situations to identify causes, gather and process relevant information, and make recommendations and/or resolve the problem.
• Flexibility and Adaptability: Willingness to be flexible in responsibilities and easily adapt to the company's needs.
• Organization & Attention to Detail: Set priorities, develop a work schedule, and monitor progress towards goals, and track details, data, information.
• Understand the need for accurate information in data entry and communication with patients/clients and staff.
• Conflict Resolution: Work cooperatively and effectively with others to resolve problems and express disagreements in a way that does not attack/disparage others or impact patient care.

In Office and Travel Requirements

100% Onsite; flexibility to travel between locations within the assigned Practice Group throughout the week is required.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, bend, talk and hear. The employee is frequently required to walk. The employee must be able to lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Compensation & Benefits Statement

LifeStance provides the compensation range and benefits that it in good faith believes it might pay and/or offer for this position. LifeStance reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation, depending on circumstances not related to an applicant’s sex or other status protected by local, state, or federal law.

Equal Opportunity & Diversity Statement

LifeStance is an equal opportunity employer. We celebrate diversity and are fully committed to creating an inclusive work environment for all our employees.

Learn more about Diversity, Equity and Inclusion at LifeStance.

LifeStance Health complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.

Accommodation Request

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our Human Resources Team at [e-mail]. Please note: This contact is intended solely for accommodation requests. Inquiries regarding applications, resumes and applicant status should not be sent to this email address as they will not be reviewed or responded to.

Workplace Vision

At LifeStance Health we know that mental health care jobs are more than careers, they are missions. When people choose careers in mental health, they do it because they care about their impact on the world. So do we. That’s why we’re assembling the very best team for both telehealth and in-person care. Are you ready to change lives together?