Front Office Coordinator

Mindpath Health•Pasadena, CA

1d•Onsite

About The Position

The Front Office Coordinator is a full-time, onsite member of Mindpath Health’s Front Office team in Pasadena, working 40 hours per week, Monday through Friday. The role supports clinicians and patients by providing friendly, high-quality customer service and helping create a welcoming, safe, patient-centered environment. The coordinator manages front desk and general administrative functions related to patient care. Using Electronic Health Record and Practice Management systems, the role maintains accurate patient records and supports effective communication across departments in accordance with Mindpath Health standards. The position also supports daily office operations, protects patient privacy, and contributes to process improvement.

Requirements

Experience using EMR/EHR and/or practice management systems.
High school diploma or equivalent.
At least 2 years of recent clerical, administrative, receptionist, or front office coordination experience.
At least 1 year of customer service experience; healthcare experience is preferred.
Proficiency with Microsoft Office (Outlook, Excel, and Word), multiline phone systems, and accurate data entry and typing.
Strong interpersonal skills and the ability to build effective relationships with patients, clinicians, leadership, and staff.
Empathy and compassion when supporting individuals experiencing mental health challenges.
Ability to remain calm, professional, and effective when assisting upset patients or families.
Excellent verbal and written communication skills.
Strong organization, attention to detail, prioritization, and multitasking skills in a fast-paced environment.
Effective problem-solving skills, sound judgment, and the ability to think independently under pressure.
Ability to work independently and collaboratively as part of a team.
Commitment to maintaining strict confidentiality of personal and protected health information.

Nice To Haves

Customer service experience in a healthcare setting.

Responsibilities

Serve as the first point of contact for patients and visitors, providing a positive, professional experience in person and by phone.
Schedule appointments; answer, triage, and route calls and messages; and communicate patient needs to clinical staff promptly.
Collect co-pays and outstanding balances, explain paperwork, and ensure patient forms are completed accurately.
Collect, verify, and update patient demographic and insurance information.
Help patients understand Mindpath Health policies, procedures, and services.
Recognize situations that require escalation and use effective de-escalation techniques to support patient safety and satisfaction.
Support clinicians by managing arrivals, scheduling changes, incoming communications, and administrative tasks such as faxing, copying, and scanning.
Collaborate with front office staff, clinical teams, and leadership to support daily operations and continuous process improvement.
Identify patient satisfaction concerns and contribute recommendations for resolving them.
Follow company policies and maintain strict compliance with patient privacy and confidentiality standards.