Front Desk Associate

Position Overview

The Front Desk Associate is the first point of contact for our clients and plays a critical role in ensuring timely access to services. This position is responsible for front desk operations, scheduling new and existing clients, managing referrals, and helping clients remain engaged in treatment.

Our goal is simple: Every new client should be contacted promptly and scheduled for an appointment within 24 to 48 hours whenever possible.

This is an ideal position for someone who enjoys helping people, thrives in a fast-paced environment, and takes pride in keeping schedules organized and providers productive.

ResponsibilitiesClient Scheduling & Retention

• Contact new referrals and inquiries promptly.
• Schedule new patients within 24–48 hours of referral whenever possible.
• Manage provider schedules and maximize appointment availability.
• Fill cancellations and open appointment slots.
• Conduct appointment reminder calls, texts, and emails.
• Follow up with missed appointments and reschedule clients promptly.
• Re-engage inactive clients and encourage continuation of services.
• Track pending referrals and ensure timely follow-up.

Front Desk Operations

• Welcome clients and visitors in a friendly and professional manner.
• Answer incoming phone calls and respond to general inquiries.
• Check clients in and out for appointments.
• Verify demographic and insurance information.
• Collect copays and self-pay balances according to office policies.
• Assist clients with intake paperwork and required forms.
• Maintain a clean, organized, and welcoming reception area.
• Scan and upload documents into the electronic health record.
• Coordinate communication between clients and clinical staff.

Administrative Support

• Maintain accurate scheduling and client records.
• Process incoming referrals and coordinate with providers.
• Monitor daily schedules for cancellations and opportunities to increase productivity.
• Assist leadership with scheduling reports and retention tracking.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required.
• One year of experience in medical scheduling, front desk, customer service, or behavioral health preferred.
• Bilingual (English/Spanish) strongly preferred.
• Experience with electronic health records (EHR) systems preferred.
• Strong communication and organizational skills.
• Ability to multitask and work independently.
• Professional, dependable, and customer-service oriented.

Preferred Qualities

We are looking for someone who:

• Enjoys interacting with people.
• Has a positive and welcoming attitude.
• Is highly organized and detail-oriented.
• Can work efficiently in a fast-paced environment.
• Takes initiative to solve problems and improve client experiences.
• Is committed to helping individuals access and remain engaged in care.

Performance Expectations

Success in this role includes:

• New referrals contacted within one business day.
• New patient appointments scheduled within 24–48 hours whenever availability permits.
• Low no-show and cancellation rates.
• High client satisfaction.
• Efficient management of provider schedules and front desk operations.

Benefits

• Competitive compensation
• Paid training
• Professional growth opportunities
• Supportive team environment
• Opportunity to make a meaningful impact in the lives of individuals and families

Luminous Mind, LLC is an Equal Opportunity Employer and is committed to creating a diverse and inclusive workplace.

Pay: $15.00 per hour

Work Location: In person