Front Desk Coordinator

We are seeking a warm, organized, and highly professional Front Desk Coordinator to be the first point of contact for our mental health practice. This crucial role manages the daily administrative operations of the front office, ensuring a smooth, welcoming, and confidential experience for all clients and visitors. The ideal candidate will have excellent interpersonal skills, a strong commitment to client privacy, and the ability to manage multiple tasks in a sensitive environment.

Key Responsibilities

Client and Visitor Management

• Greet clients and visitors in a friendly, professional, and compassionate manner, ensuring a comfortable and welcoming atmosphere.

• Manage client check-in and check-out processes efficiently and discreetly.

• Maintain the waiting area, ensuring it remains clean, organized, and stocked with relevant informational materials.

• Monitor client flow and communicate any potential delays to clients and clinicians.

• Handle inquiries in person, via phone, and email, providing accurate information or directing calls to the appropriate staff member with the utmost confidentiality.

Scheduling and Communication

• Schedule, reschedule, and confirm client appointments for multiple providers using the electronic health record (EHR) system.

• Manage and coordinate clinician schedules, including tracking cancellations and no-shows.

• Communicate sensitively with clients regarding appointment logistics, practice policies, and billing matters.

• Serve as the primary liaison between clients, clinicians, and administrative staff.

Administrative and Confidentiality Duties

• Manage incoming and outgoing practice correspondence (mail, faxes, electronic messages).

• Maintain and organize client records (electronic and physical, if applicable) in compliance with HIPAA regulations and practice standards.

• Process new client intake forms, ensuring all necessary documentation is complete and filed correctly.

• Manage and order office and clinical supplies, ensuring the practice is well-stocked.

• Assist the Office Manager and clinicians with various administrative tasks as needed.

Billing and Financial Assistance

• Verify client insurance eligibility and benefits prior to the initial appointment.

• Collect client co-payments, deductibles, and self-pay fees accurately at the time of service.

• Process payments and issue receipts; reconcile daily payment reports.

• Assist with basic billing inquiries and direct complex questions to the Billing Specialist or Office Manager.

Qualifications

Required

• High School Diploma or equivalent.

• Minimum of 2 years of experience in a front desk, administrative, or customer service role, preferably in a healthcare setting (medical, dental, or mental health).

• Exceptional phone etiquette and strong verbal and written communication skills.

• Proven ability to handle sensitive and confidential information with discretion and strict adherence to HIPAA guidelines.

• Proficiency in Google documents and experience with a multi-line phone system.

• Demonstrated ability to remain calm, empathetic, and professional under pressure.

Preferred

• Experience working with an Electronic Health Record (EHR) system, particularly one used in mental health, specifically Valant

• Knowledge of common mental health terminology and insurance verification processes.

Core Competencies

• Confidentiality and Integrity: Absolute commitment to protecting client privacy (HIPAA).

• Empathy and Professionalism: Ability to interact with clients experiencing distress with kindness and a non-judgmental attitude.

• Organization and Attention to Detail: Excellent organizational skills and meticulous attention to detail in scheduling and record-keeping.

• Problem-Solving: Resourcefulness in addressing scheduling conflicts and client issues.

To Apply

Please submit your resume and a cover letter detailing your relevant experience and why you are interested in working in a mental health environment to dana@frederickmentalhealth.com

Job Types: Full-time, Part-time, Contract

Ability to Commute:

• Frederick, MD 21702 (Required)

Ability to Relocate:

• Frederick, MD 21702: Relocate before starting work (Required)

Work Location: In person

Application settings

Application method

• Email

Require resume

• Yes

Application updates

• dana@frederickmentalhealth.com

Candidates contact you (email)

• No

Place of work