Patient Onboarding Coordinator - Southlake

Mind Body Optimization 1; Southlake (TX); On-site; USD 37,000 - 46,000; Full time

Job summary

Mind Body Optimization is seeking a Patient Onboarding Coordinator in Southlake, TX to manage patient intake, verify insurance, schedule appointments, and guide new patients through the care journey. You will handle inbound calls, coordinate with PCCs, and ensure accurate data entry in the EHR system while maintaining HIPAA compliance.

The role requires excellent communication, multitasking in a fast-paced healthcare setting, and the ability to stay calm under pressure.

Qualifications

• Education: Bachelor’s Degree 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: 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, 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 hiring.

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.

Skills

Call center experience

Healthcare customer service

HIPAA knowledge

Data entry

Computer proficiency

Typing 50 wpm

Education

Bachelor’s Degree in Counseling, Psychology, or Social Work

High school diploma

Tools

Electronic Health Records (EHR) systems

Call center software

Job description

Job Details

• Job Location: Southlake, TX 76092


• Position Type: Full Time


• Salary 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: 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, 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 hiring.

PRIMARY RESPONSIBILITIES

• 1. Manage inbound calls, providing patients with clear and empathetic communication.


• 2. Make outbound calls to follow up on inquiries, schedule appointments, and provide additional information as needed.


• 3. Assist patients in scheduling their initial appointments, ensuring all necessary information is collected and entered accurately into the system.


• 4. Coordinate with Patient Care Coordinators (PCCs) and other team members to facilitate a seamless onboarding process.


• 5. Accurately record patient information, medical histories, and other pertinent data in electronic health records (EHR) systems.


• 6. Adhere to all company policies, procedures, and HIPAA regulations to protect patient confidentiality.


• 7. Ensure all documentation complies with regulatory standards and clinic policies.


• 8. Schedule BPS/screenings for patients meeting high-risk criteria or other qualifying factors.


• 9. Conduct pre-assessments to determine if patients need to be evaluated for a higher level of care (PHP/IOP).


• 10. Determine when it is appropriate to refer someone to an ER or inpatient facility and effectively communicate that with prospective patients and/or families.


• 11. Run initial VOBs (Verification of Benefits), including details on deductibles, out-of-pocket maximums, and network status.


• 12. Complete and process insurance forms, referrals, and other administrative paperwork.


• 13. Communicate effectively with healthcare providers, nursing staff, and administrative personnel to facilitate coordinated patient care.


• 14. Participate in team meetings and contribute to a collaborative and positive work environment.


• 15. Adhere to infection control protocols, including proper hand hygiene and maintaining a clean and sterile environment in patient care areas.


• 16. 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

• 1. Strong understanding of mental health issues, treatment modalities, and healthcare systems.


• 2. Ability to analyze situations, evaluate data, recommend/implement courses of action that would improve the functioning of systems/processes they are involved in.


• 3. Ability to interpret, adapt and apply guidelines and procedures.


• 4. Ability to use good judgment and keep information confidential.


• 5. Ability to react calmly and effectively in an emergency.


• 6. Ability to effectively prioritize tasks.


• 7. Ability to work collaboratively in a multidisciplinary team environment.


• 8. Excellent communication, interpersonal, and crisis management skills.


• 9. Commitment to ethical standards, confidentiality, and professional boundaries