Office Manager / Front Desk Coordinator

Mind Matters; Coeur d'Alene (ID); On-site; USD 42,000 - 54,000; Full time

Job summary

Mind Matters is seeking a reliable Office Manager/Front Desk Coordinator to support a busy mental health therapy practice in Coeur d'Alene. The role emphasizes organization, empathy, confidentiality, and exceptional client service.

You will manage front office operations, answer calls, schedule clinicians, verify insurance, collect copays, and maintain accurate patient records in a HIPAA-conscious environment.

Qualifications

• Previous experience in an office, medical, behavioral health, or mental health setting preferred.
• Experience verifying health insurance benefits is highly preferred.
• Strong organizational and time-management skills.
• Excellent communication and customer service skills.
• Comfortable answering phones and interacting with clients.
• Strong attention to detail and accuracy.
• Ability to multitask and prioritize in a busy environment.
• Comfortable working with computers and learning electronic health record (EHR) and scheduling systems.
• Professional, dependable, and able to work well both independently and as part of a team.
• Ability to maintain confidentiality and handle sensitive client information appropriately.

Responsibilities

• Manage the day-to-day operations of the front office.
• Answer and manage incoming phone calls and messages in a professional and welcoming manner.
• Greet and assist clients with professionalism, empathy, and confidentiality.
• Schedule and coordinate appointments for clinicians and clients.
• Manage and maintain clinician schedules, including helping to fill cancellations and openings.
• Keep client information, contact information, insurance information, and other records accurate and up to date.
• Verify client insurance eligibility and benefits before every visit, making sure it is accurate and up to date.
• Obtain and document insurance information and assist with insurance-related questions.
• Collect copays, deductibles, and other client balances.
• Assist with administrative and billing-related tasks.
• Communicate with clinicians regarding scheduling and client needs.
• Help maintain an organized, efficient, and welcoming office environment.
• Handle multiple tasks and changing priorities throughout the day.
• Maintain strict confidentiality and follow HIPAA requirements.

Skills

Organizational skills

Communication skills

Multitasking

Detail orientation

HIPAA compliance

Tools

EHR systems

Scheduling software

Microsoft Office

Job description

Mental Health Therapy Office

We are seeking a reliable, organized, and compassionate Office Manager / Front

Desk Coordinator to join our mental health therapy practice. This is an important role

in helping our office run smoothly and ensuring that both our clients and clinicians

receive excellent support.

The ideal candidate is someone who is organized, detail-oriented, comfortable

multitasking, and able to work independently in a busy healthcare office. Experience

working in a mental health, medical, or behavioral health setting is preferred.

Responsibilities

Manage the day-to-day operations of the front office

Answer and manage incoming phone calls and messages in a professional and

welcoming manner

Greet and assist clients with professionalism, empathy, and confidentiality

Schedule and coordinate appointments for clinicians and clients

Manage and maintain clinician schedules, including helping to fill cancellations

and openings

Keep client information, contact information, insurance information, and other

records accurate and up to date

Verify client insurance eligibility and benefits before every visit, making sure it is

accurate and up to date.

Obtain and document insurance information and assist with insurance-related

questions

Collect copays, deductibles, and other client balances

Assist with administrative and billing-related tasks

Communicate with clinicians regarding scheduling and client needs

Help maintain an organized, efficient, and welcoming office environment

Handle multiple tasks and changing priorities throughout the day

Maintain strict confidentiality and follow HIPAA requirements

Qualifications

Previous experience in an office, medical, behavioral health, or mental health

setting preferred

Experience verifying health insurance benefits is highly preferred

Strong organizational and time-management skills

Excellent communication and customer service skills

Comfortable answering phones and interacting with clients

Strong attention to detail and accuracy

Ability to multitask and prioritize in a busy environment

Comfortable working with computers and learning electronic health record (EHR)

and scheduling systems

Professional, dependable, and able to work well both independently and as part

of a team

Ability to maintain confidentiality and handle sensitive client information

appropriately

What We’re Looking For

We are looking for someone who can be a dependable point person for our

office—someone who can keep schedules organized, help clients feel comfortable and

supported, stay on top of insurance and administrative details, and recognize what

needs to be done without always being asked.

If you enjoy a fast-paced but supportive environment, are highly organized, and want to

make a meaningful contribution to a mental health practice, we would love to hear from

you.