Front Office Lead/Patient Care Coordinator

Overview

At Ballen Medical & Wellness, we believe in patient centered care and strive to exceed patient expectations through compassion, collaboration, and clinical excellence. Our busy Integrative Psychiatry Clinic and Ketamine Infusion Suites are seeking an experienced, organized, and compassionate Front Office Lead/ Patient Care Coordinator to join our growing team.

This role is ideal for someone who thrives in a fast paced healthcare environment, enjoys patient interaction, and takes pride in delivering exceptional care and service.

Position Summary

The Front Office Lead / Patient Care Coordinator plays a critical role within the clinic by combining exceptional front office patient care responsibilities with effective front office management and assisting with team coordination. This position supports daily clinic operations while helping ensure a seamless and positive patient experience.

The ideal candidate is highly organized, adaptable, professional, and comfortable working with patients experiencing a variety of mental health diagnoses and medical conditions.

Key Responsibilities – Patient Care & Front Office Support

· Welcome and check in patients with professionalism, warmth, and empathy

· Answer phones, return voicemails and emails, and schedule appointments efficiently

· Manage patient payments and billing through EMR and QuickBooks systems

· Review, verify, and update patient records within the electronic medical record (EMR) system

· Manage patient prescriptions and communicate with pharmacies in a timely manner

· Assist with prior authorizations

· Coordinate patient care with therapists, psychiatrists, and infusion nurses

· Retrieve and respond to daily patient correspondence

· Handle patient concerns and complaints calmly and professionally while collaborating with providers as needed

· Maintain strict patient confidentiality and HIPAA compliance

Front Office & Team Support

· Assist with managing front office and nursing schedules to ensure clinic coverage

· Help resolve scheduling conflicts and last minute changes proactively

· Serve as a support resource for staff questions and operational needs

· Assist with onboarding and training of new front office staff as needed

· Support daily clinic workflows, administrative tasks, and office organization

· Help maintain a positive, collaborative, and professional work environment

· Ensure compliance with clinic policies and procedures

Required Qualifications

· 3+ years of experience in a hospital, medical office, behavioral health, or clinic environment

· Prior experience in a front office leadership or coordinator role preferred

· Experience using Electronic Medical Records (EMR); Charm Health experience is a plus

· Strong organizational skills with the ability to manage multiple priorities

· Excellent written, verbal, and interpersonal communication skills

· Strong customer service and patient relationship skills

· Strong computer, EMR, and phone skills

· Ability to adapt to a fast paced and constantly changing environment

· High school diploma or GED required; healthcare administration training or certifications are a plus

· Must be able to lift, move, and carry up to 25 pounds

Preferred Skills & Experience

· Medication knowledge and prescription coordination experience

· Prior authorization experience

· Scheduling coordination experience

· Knowledge of medical office procedures and customer service standards

· Ability to accurately compile and maintain detailed patient information

· Ability to proofread and transcribe medical terminology accurately

Personal Qualities

· Positive, dependable, and proactive attitude

· Strong work ethic and willingness to jump in where needed

· Professional appearance and demeanor

· Ability to work effectively both independently and as part of a team

· Experience working with mental illness is a plus

Employment Details

Full time position

Compensation: $25–$28 per hour, based on experience and qualifications

Benefits for Full Time Employees

· Health, dental, and vision insurance

· Retirement savings plan

· Long term disability insurance

· Paid time off

· Employee discounts

If you are an experienced healthcare professional who is passionate about patient care and being part of a compassionate collaborative team, we would love to hear from you.

Pay: $25.00 - $28.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person