Front Office Coordinator

Shaun S Varghese MD•Sugar Land, TX

12d

About The Position

THINK Neurology for Kids is seeking an energetic, compassionate, and highly organized Front Office Coordinator to serve as the first point of contact for children and families visiting the practice. The role focuses on creating a warm, welcoming, and supportive patient experience while helping the office run smoothly in a fast-paced pediatric healthcare environment. The coordinator manages patient arrivals and registration, verifies demographic and insurance information, collects and posts patient payments, and supports appointment scheduling and communications. The role also involves coordinating patient flow with clinical staff, processing documents and incoming communications, maintaining an organized reception area, and contributing to practice initiatives and process improvements. The successful candidate demonstrates kindness, professionalism, accountability, adaptability, attention to detail, and a commitment to excellent service for every child and family.

Requirements

High school diploma or equivalent.
Exceptional customer service and the ability to help people feel welcomed, heard, and cared for.
Positive attitude, warmth, and optimism.
Emotional intelligence to respond empathetically and professionally to stressed or overwhelmed families.
Confidence discussing balances, requesting payments, and navigating difficult conversations respectfully.
Reliability, organization, and preparedness.
Adaptability in managing interruptions, changing priorities, and busy clinic schedules.
Willingness to support coworkers and contribute to a collaborative culture.
Attention to detail when handling patient information and transactions.
Professional communication, kindness, accountability, and compassion toward children and families.

Nice To Haves

Prior customer service, hospitality, healthcare, retail, banking, or medical office experience.
Experience handling financial transactions and cash collections.
Familiarity with electronic medical records; eCW experience is a plus.
Bilingual English/Spanish skills.

Responsibilities

Serve as the first point of contact for patients and families and welcome them professionally.
Assist families with questions and guide them through check-in.
Maintain a positive, supportive, comfortable, and informed reception environment.
Verify patient demographics and insurance information.
Obtain and scan identification and insurance cards.
Ensure required forms, referrals, and registration documents are completed.
Review charts and appointments to confirm readiness for visits.
Coordinate patient flow with clinical staff and providers.
Collect co-pays, deductibles, balances, and other patient payments at check-in.
Accurately post payments in the practice management system and explain balances and payment expectations professionally.
Answer incoming calls and schedule, reschedule, and confirm appointments.
Assist families with questions about appointments and office procedures.
Communicate with providers, specialists, and administrative team members.
Monitor work queues, documents, and incoming communications.
Distribute and process paperwork, faxes, and patient documentation.
Maintain a clean, organized, and welcoming front office environment.
Support practice initiatives and process improvements.
Perform other administrative duties as assigned.