Front Office Coordinator

Summary

Join our growing virtual outpatient clinic as a Front Office Coordinator and manage all front office activities, serving as the primary patient contact. You will handle inbound leads, collect patient information, schedule evaluations, and support sales by identifying new patient opportunities. Responsibilities include patient coordination, lead management, insurance and referral management, and cross-functional communication. The ideal candidate possesses 2+ years of healthcare administrative experience, CRM and EHR system proficiency, strong communication skills, and a customer-first mindset. This remote or on-site position in Needham, MA, offers a collaborative work culture and benefits including medical, dental, vision, and 401k.

Requirements

• 2+ years of experience in a healthcare administrative or front office role (virtual care a plus)
• Experience with CRM and EHR systems (HubSpot a plus)
• Strong verbal and written communication skills
• Detail-oriented with excellent organizational and multitasking skills
• Understanding of insurance processes, eligibility, and patient registration workflows
• A customer-first mindset with a passion for improving the patient experience

Responsibilities

• Manage inbound patient inquiries with professionalism and empathy
• Collect and verify patients’ demographic and insurance information; ensure accurate EHR documentation
• Educate new and returning patients on our virtual care model, treatment journey, and platform
• Schedule evaluations and follow-up appointments in a timely and organized manner
• Ensure patients receive reminders, complete necessary forms, and are prepared for virtual visits
• Follow up with no-shows, late cancellations, and re-engage inactive patients as needed
• Qualify inbound leads by gathering key information and determining eligibility
• Document all patient interactions in the CRM with accuracy and completeness
• Identify and assist in developing new sales opportunities through outbound outreach
• Verify insurance eligibility and benefits
• Obtain prior authorizations or PCP referrals as needed
• Collect referring physician information and ensure communication is maintained
• Fax Plan of Care to referring providers and follow up to obtain signatures
• Serve as a liaison between patients, clinicians, and internal teams to ensure seamless care delivery
• Keep clinical staff informed of relevant updates or changes in patient status or documentation
• Participate in special projects or administrative tasks assigned by the General Manager
• Continuously seek ways to improve workflow, patient experience, and team collaboration

Benefits

• Mission-driven organization transforming healthcare through technology
• Collaborative and innovative remote work culture
• Opportunity to work with a passionate and expert clinical team
• Benefits include: medical, dental, vision, 401k