Front Office Care Coordinator | Outpatient Psychiatry

Colorado Psychiatry Solutions • Colorado Springs, CO

1d

About The Position

The Front Office Care Coordinator supports the smooth day-to-day operations of Colorado Psychiatry Solutions’ outpatient mental health clinic. The role welcomes and assists patients, manages incoming communications, coordinates appointments across services and locations, verifies insurance and prior authorizations, and supports the clinical team through accurate documentation and patient coordination. It requires proactive coordination, compassionate communication, attention to detail, and familiarity with behavioral health workflows in a fast-paced, multidisciplinary setting.

The coordinator works with providers, technicians, and administrative staff to maintain continuity of care, manage multi-step intake and follow-up workflows, and address patient needs. The role also supports reception and administrative operations, including check-in and check-out, patient payments, records requests, supply inventory, and EHR data entry. The position is hourly and full-time, and reports to the Revenue Cycle Manager.

Requirements

• High school diploma, GED, or equivalent.
• Knowledge of medical terminology.
• Experience with electronic health record software.
• Experience scheduling appointments in a medical setting.
• HIPAA training.
• Comfort discussing service costs and collecting patient payments.
• Exceptional communication and interpersonal skills and a patient-centered mindset.
• Strong work ethic, organizational skills, and outcome orientation.
• Ability to multitask in a multi-provider environment and optimize service scheduling.
• Willingness to learn and adapt and ability to manage multiple tasks under stress.
• Ability to maintain patient boundaries, strict confidentiality, and high integrity.
• Sound judgment when triaging patient needs or escalating urgent concerns to clinical staff.
• Empathy, professionalism, patience, composure under pressure, and cultural sensitivity, particularly with veterans, active-duty personnel, and trauma-exposed individuals.
• Understanding of psychiatric terms, treatment tracks such as TMS, ketamine, and Spravato, and general mental health service workflows.
• Competency with spreadsheets, including Excel and Google Sheets.

Nice To Haves

• Associate degree or higher in Healthcare Administration or a related field.
• Experience with Google Workspace.
• Experience working with patients suffering from common mental health disorders.
• Military veteran status, military spouse status, or previous work in military or government helping agencies or with underserved populations.

Responsibilities

• Greet patients and visitors professionally and warmly, creating a positive and reassuring environment.
• Help patients understand treatment processes, appointment logistics, provider communication, pre-visit instructions, and required documentation.
• Manage patient check-in and check-out and ensure follow-ups are scheduled promptly.
• Verify insurance and prior authorization status; support eligibility checks and pre-authorizations.
• Follow up on referrals, screeners, and missed appointments.
• Coordinate appointments across multiple office locations and services, including psychiatry, therapy, TMS, and ketamine.
• Track follow-up appointments, internal referrals, and multi-service scheduling using patient trackers.
• Manage multi-step workflows for intakes, referrals, and follow-ups.
• Answer calls, emails, and patient portal messages; route messages accurately and respond to inquiries with urgency and empathy.
• Assist with taking and recording patient vitals during check-in.
• Conduct weekly inventory counts for medical and office supplies.
• Collect and verify insurance and demographic information.
• Process medical-record requests and fax and scan documentation into the EHR.
• Manage waiting-room flow and maintain the front-office appearance and supplies.
• Collect patient payments at check-in and communicate cost-sharing responsibilities.
• Accurately enter payment history, upcoming payment information, invoices, and other financial data into patient accounts.
• Document patient interactions in the EHR and record and complete appropriate follow-up actions.
• Use internal communication tools and patient memos to support continuity of care across staff.
• Track no-shows, cancellations, and rescheduled appointments for quality improvement and patient follow-up.
• Collaborate with providers, technicians, and administrative staff to streamline patient-care workflows.
• Attend team huddles and staff meetings and share patient feedback, scheduling barriers, and operational concerns.
• Identify and escalate urgent issues, including patient complaints, safety concerns, and care delays, to clinical supervisors or management.
• Uphold the organization’s mission of providing hope and healing for treatment-resistant and complex neuropsychiatric conditions.

Benefits

• 401(k) with employer matching.
• Health insurance.
• Dental insurance.
• Vision insurance.
• Paid time off.
• Paid sick leave.
• Paid holidays.
• Colorado FAMLI paid family and medical leave benefits, as outlined by state law.
• Annual student loan paydown benefit for eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED