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Role Description

As a Patient Operations Coordinator, you will play a vital role in delivering a seamless and supportive experience for individuals seeking mental health services. Acting as the first point of contact for prospective patients, you will guide them through intake, scheduling, and insurance verification processes with professionalism and empathy. This role combines customer service excellence with operational coordination to ensure patients are matched with the right providers and receive timely care.

• Serve as the primary point of contact for new and prospective patients, responding to inquiries via phone, email, and text with professionalism and empathy.
• Guide patients through the intake process, including explaining available services, coordinating provider matching, and scheduling initial evaluations.
• Conduct insurance verification and update patient records with accurate coverage information such as copays, deductibles, and coinsurance.
• Maintain patient confidentiality and ensure compliance with healthcare privacy standards in all communications and documentation.
• Collaborate with providers and internal teams to support patient needs, manage referrals, and facilitate smooth care coordination.
• Contribute to operational initiatives such as waitlist management, referral tracking, and ongoing insurance eligibility checks.
• Support departmental projects and workflow improvements to enhance operational efficiency and the overall patient experience.
• Participate in training sessions and team meetings to stay aligned with systems, procedures, and evolving operational practices.

Qualifications

• High school diploma or equivalent required.
• At least 2 years of customer service experience, ideally involving phone, email, and digital communication with clients or patients.
• Minimum of 2 years of administrative or receptionist experience, including office coordination, phone management, and documentation handling.
• Previous experience in a healthcare or medical office environment preferred, particularly with patient intake processes, referrals, or medical records.
• Familiarity with insurance verification processes and benefit explanations, especially within mental health or outpatient care settings, is advantageous.
• Strong organizational skills with excellent attention to detail and the ability to manage multiple priorities efficiently.
• Comfort using technology platforms such as Google Workspace and CRM or electronic health record systems; intermediate computer skills required.
• Knowledge of HIPAA compliance and best practices for handling confidential patient information.
• Strong interpersonal skills with a compassionate, culturally sensitive approach to patient interactions.
• Ability to work collaboratively in a fast-paced team environment and adapt to changing operational needs.

Benefits

• Competitive salary ranging from $40,000 to $50,000 per year.
• Comprehensive medical coverage options including HDHP and PPO plans.
• Health Savings Account, Flexible Spending Account, and dependent care account options.
• Dental and vision insurance plans.
• Whole-body wellness offerings for employees enrolled in select medical plans.
• Front-loaded paid time off and observed holidays, including annual office closures.
• Medical leave, parental leave, and bereavement leave in accordance with applicable laws.
• 401(k) retirement plan with employer matching contributions.
• Employee referral program and commuter transit or parking benefits.
• Professional development stipend and paid development days after the first work anniversary.
• Learning and development resources to support career growth.
• Short-term and long-term disability coverage and group life insurance.
• Employee Assistance Program and voluntary benefits.
• Quarterly wellness initiatives and activities.
• Fully remote work environment with a consistent Monday–Friday schedule (8 AM – 4 PM EST).

Company Description