Front Office Coordinator

About THINK Neurology for Kids

At THINK Neurology for Kids we care for children with neurological conditions and developmental concerns while supporting the families who love them. Many of our patients arrive feeling anxious overwhelmed or unsure of what to expect. Our goal is to provide exceptional clinical care while creating a warm welcoming experience from the moment a family walks through our doors.

We believe excellence matters in every interaction. The Front Office Coordinator plays a critical role in delivering that experience.

Position Summary

We are seeking an energetic compassionate and highly organized Front Office Coordinator to serve as the face of our practice.

This role goes far beyond checking in patients. The ideal candidate is someone who genuinely enjoys helping people creates positive experiences for families remains calm under pressure and takes pride in making every patient feel welcomed and valued.

You will be responsible for ensuring a smooth patient arrival experience collecting payments confidently and professionally supporting providers and clinical staff and helping maintain a positive service-focused environment throughout the office.

We are looking for someone who consistently demonstrates kindness professionalism accountability and a commitment to excellence.

What Success Looks Like

A successful Front Office Coordinator:

• Greets every family warmly and makes them feel welcomed.
• Creates a positive first impression of the practice.
• Balances exceptional customer service with attention to detail.
• Collects co-pays and balances confidently while maintaining excellent patient relationships.
• Anticipates patient needs before they are expressed.
• Maintains accuracy when handling demographics insurance information and payments.
• Supports teammates and contributes to a culture of excellence.
• Thrives in a fast-paced pediatric healthcare environment.
• Treats every child and family with patience empathy and respect.

Key Responsibilities

Patient Experience & Hospitality

• Serve as the first point of contact for patients and families.
• Welcome patients with a friendly professional and engaging demeanor.
• Assist families with questions and provide guidance throughout the check-in process.
• Create a positive and supportive environment for children and caregivers.
• Monitor the reception area to ensure patients are comfortable and informed.
• Deliver a WOW experience through proactive service and attention to detail.

Check-In & Registration

• Verify patient demographics and insurance information.
• Obtain and scan identification and insurance cards.
• Ensure required forms referrals and registration documents are completed.
• Review charts and appointments to confirm readiness for the visit.
• Coordinate patient flow with clinical staff and providers.

Financial Collections

• Collect co-pays deductibles balances and other patient payments at check-in.
• Accurately post payments within the practice management system.
• Explain balances and payment expectations professionally and respectfully.
• Maintain accuracy and accountability in all financial transactions.

Communication & Scheduling

• Answer incoming calls professionally and efficiently.
• Schedule reschedule and confirm appointments.
• Assist families with questions regarding appointments and office procedures.
• Communicate effectively with providers specialists and administrative team members.

Operational Support

• Monitor work queues documents and incoming communications.
• Distribute and process paperwork faxes and patient documentation.
• Maintain a clean organized and welcoming front office environment.
• Support practice initiatives and process improvements.
• Assist with other administrative duties as assigned.

Skills We Value Most

More important than healthcare experience we are looking for individuals who naturally demonstrate:

Exceptional Customer Service

You enjoy helping people and understand how to make others feel welcomed heard and cared for.

Positive Attitude

You bring energy warmth and optimism to work every day.

Emotional Intelligence

You can recognize when families are stressed or overwhelmed and respond with empathy and professionalism.

Confidence

You can discuss balances request payments and navigate difficult conversations respectfully and comfortably.

Reliability

You show up prepared organized and ready to contribute.

Adaptability

You can effectively manage interruptions changing priorities and busy clinic schedules.

Teamwork

You willingly support coworkers and contribute to a collaborative culture.

Attention to Detail

You understand that small details matter when caring for patients and managing healthcare information.

Preferred Qualifications

• High school diploma or equivalent
• Prior customer service hospitality healthcare retail banking or medical office experience preferred
• Experience handling financial transactions and cash collections preferred
• Familiarity with electronic medical records (eCW experience a plus)
• Bilingual English/Spanish preferred but not required

Our Core Expectations

At THINK Neurology for Kids we hire people who:

• Lead with kindness.
• Pursue excellence.
• Take ownership of their work.
• Support their teammates.
• Communicate professionally.
• Treat every child and family with compassion and respect.
• Understand that every interaction shapes the patient experience.

The right candidate will not simply fill a position. They will help create an environment where children feel comfortable parents feel supported and every family knows they are receiving exceptional care.

Required Experience:

IC