Front Office Coordinator

Office Coordinator – Veda House

Full-Time | On-Site | Flexible Schedule

About Us

Veda House is a busy psychiatric practice dedicated to providing compassionate, high-quality mental health care. Our team of providers and support staff works together to make every patient feel welcome, respected, and well cared for.

The Role

We're seeking a dependable, organized Office Coordinator to serve as the first point of contact for our patients and manage essential front-office operations. You'll work directly with patients, providers, our remote support staff, and our billing company to keep the office running smoothly. The ideal candidate is personable, detail-oriented, comfortable with computer systems, and able to manage multiple responsibilities in a healthcare setting.

We offer a flexible schedule of 8-hour days based on your preferred hours, with a 30-minute unpaid lunch.
Responsibilities

• Check in patients, collect payments using our point-of-sale system, and verify insurance
• Answer a multi-line phone system and respond to messages, emails, and patient portal inquiries
• Schedule and manage appointments for all providers and coordinate new patient intake
• Process medication refill requests, medical record requests, lab result uploads, and patient paperwork (work/school notes, FMLA forms)
• Assist providers with in-office treatments as needed, including Spravato, injections, and other treatments
• Coordinate daily tasks with remote support staff and help improve office workflows
• Order and track specialty medications and maintain medication sample inventory
• Schedule pharmaceutical representative visits
• Keep treatment rooms, waiting areas, and workspaces clean, stocked, and welcoming
• Manage office supplies, deliveries, mail, and service vendors (cleaning, medical waste, pest control, HVAC)
• Support staff with training on office systems and technology

Required Qualifications

• High school diploma or equivalent
• Proficiency with computers and standard office software
• Ability to learn multiple software systems, including EHR and scheduling platforms
• Strong phone etiquette and communication skills
• Excellent organizational and time-management abilities
• Understanding of patient confidentiality and HIPAA compliance
• Professional appearance and demeanor

Preferred Qualifications

• Associate's degree
• 1+ year of experience in a medical office, front desk, or administrative role
• Experience in a psychiatric or behavioral health practice
• Familiarity with medical terminology, electronic health records, and insurance verification

You'll Be a Great Fit If You Are

• Warm and welcoming, with excellent interpersonal skills
• Detail-oriented, accurate, and reliable
• Able to multitask and prioritize in a fast-paced environment
• Self-motivated and comfortable working independently
• Flexible and adaptable to changing daily needs
• Committed to exceptional patient service

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you or any immediate family members have a current or previous patient relationship with Veda House?

Work Location: In person