Patient Onboarding Coordinator

Mind Body Optimization; Tyler (TX); On-site; USD 37,000 - 46,000; Full time

Job summary

Mind Body Optimization in Tyler, TX seeks a Patient Onboarding Coordinator to manage patient intake, schedule appointments, verify insurance, and guide new and returning patients through the onboarding process. The role requires excellent communication, attention to detail, ability to handle multiple tasks in a fast-paced healthcare setting, and proficiency with EHR systems and HIPAA regulations.

Bachelor’s degree preferred in Counseling, Psychology or Social Work; CMA/RMA is a plus; strong

Qualifications

• Bachelor’s degree in Counseling, Psychology, or Social Work preferred; high school diploma required.
• Experience in a call center or healthcare customer service setting preferred.
• CMA or RMA certification a plus.
• Proficiency with computers, 50 WPM, and familiarity with EHR/call center software; background checks required.

Responsibilities

• Handle inbound calls with clear, empathetic communication.
• Make outbound follow-up calls to schedule appointments and provide information.
• Assist patients in scheduling initial appointments and collect required information.
• Coordinate with PCCs for a seamless onboarding process.
• Enter patient data into EHRs accurately and maintain confidentiality.
• Comply with HIPAA and clinic policies; ensure documentation accuracy.
• Schedule screenings for high-risk patients and pre-assessments for higher care levels.
• Determine referrals to ER or inpatient care when needed.

Skills

Mental health knowledge

Communication skills

Crisis management

Multi-tasking

HIPAA compliance

Team collaboration

Education

Bachelor’s Degree (Counseling/ Psychology/ Social Work)

High school diploma

Tools

EHR systems

Job description

Job DetailsJob Location: Tyler, TX 75703Position Type: Full TimeSalary Range: $41,600.00 Salary/year

ABOUT US

At Mind Body Optimization, we're on a mission to redefine outpatient behavioral healthcare by delivering evidence-based care supported by technology, compassion, and accessibility. Operating across multiple states, our facilities rely on streamlined systems and reliable equipment to ensure patients and providers have the best experience possible.

POSITION SUMMARY

As a Patient Onboarding Coordinator at Mind Body Optimization, you will be at the forefront of patient intake, ensuring that new and returning patients experience a smooth and efficient onboarding process. Your responsibilities will include managing inbound calls, verifying insurance, scheduling appointments, and facilitating the initial steps of a patient's care journey. The ideal candidate will possess excellent communication skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

QUALIFICATIONS

Education: Bachelor’s Degree from an accredited college or university in Counseling, Psychology or Social Work preferred. High school diploma required.

Experience: Previous experience in a call center or customer service role, preferably in a healthcare setting.

Certification as a Medical Assistant (CMA) or Registered Medical Assistant (RMA) is a plus.

Additional Requirements: The ability to remain calm under pressure and handle crisis situations with sensitivity. Proficiency with computers and the ability to type at least 50 words per minute. Familiarity with electronic health record systems and call center software is a plus. Complete TB Screening, Drug Screening and Background check upon being hired.

PRIMARY RESPONSIBILITIES

• Manage inbound calls, providing patients with clear and empathetic communication.
• Make outbound calls to follow up on inquiries, schedule appointments, and provide additional information as needed.
• Assist patients in scheduling their initial appointments, ensuring all necessary information is collected and entered accurately into the system.
• Coordinate with Patient Care Coordinators (PCCs) and other team members to facilitate a seamless onboarding process.
• Accurately record patient information, medical histories, and other pertinent data in electronic health records (EHR) systems.
• Adhere to all company policies, procedures, and HIPAA regulations to protect patient confidentiality.
• Ensure all documentation complies with regulatory standards and clinic policies.
• Schedule BPS/screenings for patients meeting high-risk criteria or other qualifying factors.
• Conduct pre-assessments to determine if patients need to be evaluated for a higher level of care (PHP/IOP).
• Determine when it is appropriate to refer someone to an ER or inpatient facility and effectively communicate that with prospective patients and/or families.
• Run initial VOBs (Verification of Benefits), including details on deductibles, out-of-pocket maximums, and network status.
• Complete and process insurance forms, referrals, and other administrative paperwork.
• Communicate effectively with healthcare providers, nursing staff, and administrative personnel to facilitate coordinated patient care.
• Participate in team meetings and contribute to a collaborative and positive work environment.
• Adhere to infection control protocols, including proper hand hygiene and maintaining a clean and sterile environment in patient care areas.
• Stay informed about industry updates, medical advancements, and attend relevant training sessions to enhance skills and knowledge.

Note: The essential job functions of this position are not limited to the duties listed above.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong understanding of mental health issues, treatment modalities, and healthcare systems.
• Ability to analyze situations, evaluate data, recommend/implement courses of action that would improve the functioning of systems/processes they are involved in.
• Ability to interpret, adapt and apply guidelines and procedures.
• Ability to use good judgment and keep information confidential.
• Ability to react calmly and effectively in an emergency.
• Ability to effectively prioritize tasks.
• Ability to work collaboratively in a multidisciplinary team environment.
• Excellent communication, interpersonal, and crisis management skills.
• Commitment to ethical standards, confidentiality, and professional boundaries