Front Office Coordinator Behavioral Health

Job Description

Job Description

Location: Northborough, MA

Schedule: Monday–Friday, with occasional weekend coverage as needed

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

We're looking for someone who is:

• 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
• Day Shift
• Afternoon Shift
• Occasional Weekend Coverage

Job Types: Full-Time

Work Location: In Person – Northborough, MA