Front Office Coordinator
About The Position
THINK Neurology for Kids is seeking an energetic, compassionate, and highly organized Front Office Coordinator to serve as the face of its pediatric neurology practice. The role is central to creating a warm, welcoming experience for children and families, many of whom may arrive feeling anxious or overwhelmed. The coordinator helps ensure a smooth patient arrival, collects payments professionally, supports providers and clinical staff, and contributes to a positive, service-focused office environment. The ideal candidate consistently demonstrates kindness, professionalism, accountability, and a commitment to excellence. They are comfortable working in a fast-paced pediatric healthcare setting, respond empathetically to families, and balance customer service with accuracy and attention to detail.
Requirements
- High school diploma or equivalent (listed under preferred qualifications).
- Demonstrated exceptional customer service, including helping people feel welcomed, heard, and cared for.
- Positive attitude, warmth, and optimism.
- Emotional intelligence and the ability to respond to stressed or overwhelmed families with empathy and professionalism.
- Confidence discussing balances, requesting payments, and navigating difficult conversations respectfully.
- Reliability and preparedness.
- Adaptability in managing interruptions, changing priorities, and busy clinic schedules.
- Teamwork and willingness to support coworkers.
- Attention to detail when handling patient information and healthcare processes.
- Professional communication, ownership, kindness, 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.
Responsibilities
- Serve as the first point of contact for patients and families and welcome them in a friendly, professional, and engaging manner.
- Assist families with questions and guide them through check-in.
- Create a positive and supportive environment for children and caregivers; monitor the reception area to ensure patients are comfortable and informed.
- Provide proactive service and attention to detail to create a positive patient experience.
- 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 respectfully.
- Maintain accuracy and accountability in financial transactions.
- Answer incoming calls professionally and efficiently.
- Schedule, reschedule, and confirm appointments; answer questions about appointments and office procedures.
- Communicate effectively 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.
- Assist with other administrative duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
