Front Office Coordinator

Description

AuthoraCare Collective is currently seeking a Front Office Coordinator - AuthoraCare House Calls Practice. This is a Full-time hybrid position: Monday - Friday 8:00am - 5:00pm based at our Highpoint office.

The Front Office Coordinator plays a vital role in supporting the daily operations of the Home-based House Calls Practice. This individual ensures a smooth patient experience by handling scheduling, communication, and front-end coordination for a multidisciplinary care team that provides in-home visits across several geographic regions.

This is a non-clinical, administrative role focused on timely scheduling, managing incoming and outgoing communication, and serving as a liaison between patients, families, providers, and community partners. The ideal candidate will bring strong organizational skills, a compassionate approach, and a commitment to service excellence that reflects AuthoraCare Collective's mission and values.

Our team members enjoy the following benefits: Competitive salaries and a comprehensive benefit package which includes:

• Paid time off (PTO) plus 7 paid holidays
• Medical, dental, vision, disability, and life insurance
• 403B match after 12 months of service.
• Other benefits include mileage reimbursement, flexible work schedules, professional growth and development opportunities, and employee engagement activities.

Requirements

Education and Experience :

• High School Diploma or equivalent required; Associate's degree preferred.
• Minimum 2 years of experience in a medical office or healthcare setting (primary care, or specialty practice preferred).
• Prior experience with scheduling and patient coordination strongly preferred.
• Familiarity with EMR systems (Athena preferred).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Other: Valid state-issued driver's license required. Must carry automobile liability insurance at limits required by agency. Must have own transportation.

Primary Responsibilities:

Scheduling and Visit Coordination:

• Schedule new and follow-up appointments for primary care, palliative care, and care management services.
• Coordinate home-based visits, virtual visits, or telehealth, ensuring provider availability by region.
• Communicate appointment details to patients and caregivers with clarity and empathy.
• Maintain provider calendars and schedules across service areas.
• Completes prior authorizations and conducts insurance verifications.
• Collects co-pays.

Front Office Operations:

• Serve as the first point of contact for incoming calls related to scheduling and general inquiries.
• Route clinical calls appropriately and support message triage for care team follow-up.
• Routing all incoming phone calls, voice messages, and portal messages.
• Monitor voicemail lines and ensure timely call-backs or resolution.
• Track and confirm referrals, DME requests, and lab coordination needs with external partners.
• Support documentation of appointment-related communication within the EMR.
• Monitor and work non-clinical inbox in EMR.

Care Coordination Support:

• Communicate efficiently with providers, nurses, and social workers to align schedules and ensure continuity of care.
• Assist with outreach related to new patient intake, rescheduling needs, and documentation follow-up.
• Support non-clinical workflows related to referrals, intake paperwork, and patient navigation.