Patient Onboarding Coordinator- Waco, TX

About Us

At Mind Body Optimization, we’re on a mission to redefine outpatient behavioral healthcare by delivering evidence-based care supported by technology, compassion, and accessibility. Operating across multiple states, our facilities rely on streamlined systems and reliable equipment to ensure patients and providers have the best experience possible.

Position Summary

We are seeking a compassionate, people-oriented Patient Onboarding Coordinator to serve as the first point of contact for individuals seeking behavioral health services. This role is ideal for someone transitioning from the service industry who excels at building trust quickly, communicating effectively, and guiding individuals towards care. The Patient Onboarding Coordinator combines empathy with influence, supporting potential patients through a vulnerable decision-making process while confidently encouraging them to take the next step in their care journey.

Key Responsibilities

• Serve as first point on contact via phone and online inquiries for prospective patients and families.
• Build rapport quickly through active listening, empathy, and non-judgmental communication.
• Educate patients on available services, treatment options and program benefits.
• Confidently guide and encourage individuals to schedule assessments and begin treatment.
• Handle objections or hesitations with professionalism, compassion and persistence.
• Collect and document patient information accurately in the system.
• Coordinate intake appointments and ensure sooth onboarding process.
• Collaborate with clinical and operations teams to ensure appropriate patient placement.
• Maintain confidentiality and adhere to HIPPA and company policies.

Required Qualifications

• Strong verbal and written communication skills.
• High emotional intelligence and ability to navigate sensitive conversations.
• Comfortable discussing mental health and substance use topics with professionalism and care.
• Ability to handle rejection and remain resilient in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Basic computer proficiency.

Preferred Qualifications

• 2-4 years of experience in customer service, hospitality, sales, healthcare, or a related service field.
• Proven ability to build relationships and influence decisions.
• Experience with CRM and/or EMR systems.

Work Schedule & Expectations

• Full time, 40 hours per week
• Facility operating hours: Monday – Thursday: 8am-6pm CST; Fridays: 8am-1pm CST
• Work arrangement: On-Site at Assigned Home Facility

Compensation & Benefits

The starting salary for this position is $41,600. Benefits include:

• Medical, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match
• Professional development / CEU support

Why Join Us?

We are on a mission to transform the patient experience in mental healthcare by building resilient communities of compassionate and empowered providers. Join us in setting a new standard for clinical excellence, provider support, and professional growth.