Patient Care Coordinator - Front Office

Job Description

Job Description

Front Office Coordinator.

Location: Breakthrough HQ, College Park, Orlando, FL.

Schedule: Full-Time | In-Person | 8:30 AM–5:30 PM, Monday–Friday.

Join Breakthrough HQ:

Breakthrough HQ is a leading psychiatry practice redefining how mental health care is delivered. Based in College Park, Orlando, our supportive environment empowers both patients and clinicians to thrive.

We're on a mission to reduce stigma around mental health and support individualized care for patients, while creating a meaningful workplace for everyone on our team.

About the Role:

We are seeking a Front Office Coordinator who is comfortable moving between front office operations and clinical support to join our team. This role is ideal for someone with experience as a Medical Receptionist, Medical Assistant, or Certified Nursing Assistant (CNA) who enjoys working with people and takes pride in delivering high-quality clinical and administrative support in a fast-paced behavioral health setting.

You'll play a vital role in keeping our practice running smoothly—supporting providers clinically, welcoming patients, managing the flow of the day, and ensuring every patient interaction reflects the warmth and professionalism Breakthrough HQ is known for.

What You'll Do:

• Greet patients, visitors, and staff warmly and professionally, ensuring every interaction reflects the welcoming environment we're known for.
• Assist providers with clinical tasks, including rooming patients, obtaining vital signs, documenting chief complaints, and preparing patients for appointments.
• Assist with Spravato® (esketamine) treatment sessions, including taking and documenting vital signs before, during, and after treatment per protocol.
• Administer medications or treatments as directed by the supervising provider and within scope of practice.
• Manage appointment scheduling within the EHR to support accurate and efficient patient flow throughout the day.
• Check patients in and out and keep them informed about appointments, wait times, office policies, and other important office information.
• Verify insurance eligibility and coverage prior to appointments using payer portals, ensuring accurate information is on file.
• Gather and verify insurance and demographic information accurately at each visit and ensure intake paperwork is complete prior to appointments.
• Keep patient records and charts accurate and up to date within the EHR.
• Answer and direct incoming calls with warmth and professionalism, routing appropriately and documenting messages accurately.
• Respond to inquiries from prospective patients, answer questions about our services, and confidently guide them through the scheduling process to help them take the next step in their care.
• Respond to patient questions, route messages to the appropriate team member, and communicate with patients by phone, text, and email in a warm, clear, and professional manner.
• Support medical billing processes, including patient balance follow-up and basic collection efforts.
• Maintain strict compliance with HIPAA regulations in all patient interactions and documentation.
• Support overall office operations and administrative tasks as needed while being a reliable and collaborative team player.

Qualifications:

• High school diploma or GED required.
• Minimum one year of experience in a medical office or clinical setting required; behavioral or mental health experience strongly preferred.
• Experience as a Medical Receptionist, Medical Assistant, Certified Nursing Assistant (CNA), or in a similar healthcare role preferred.
• Experience with medical administrative support in a clinical setting, including front desk operations.
• Proficiency in EHR/EMR systems; experience with AdvancedMD or a comparable EHR platform preferred.
• Working knowledge of HIPAA compliance and health information management standards.
• Ability to verify insurance benefits accurately using payer portals preferred.
• Strong computer skills across digital platforms, including scheduling software, email, Adobe, and Google Workspace.
• Exceptional organizational skills with keen attention to detail in documentation and recordkeeping.
• Outstanding patient service skills with professional phone etiquette and clear written and verbal communication.
• Confident and personable communicator with the ability to build rapport, answer questions, and help prospective patients feel comfortable scheduling their first appointment.
• Positive, friendly, and welcoming personality with a genuine passion for helping others.
• Strong emotional intelligence and the ability to remain calm, professional, and compassionate in a fast-paced environment.
• Self-motivated, accountable, and collaborative with a team-first mindset.

What We Offer:

• Competitive compensation based on experience.
• Health, dental, and vision insurance.
• Short-term disability insurance.
• Paid time off (PTO) and paid holidays.
• Structured onboarding, training, and ongoing support.
• A supportive, upbeat workplace where your contributions are recognized and valued.

Why You'll Love Working Here:

At Breakthrough HQ, we believe our team members deserve to feel supported, inspired, and valued. We know that creating an exceptional workplace is just as important as creating an exceptional patient experience. We foster a collaborative environment where people enjoy coming to work, support one another, and take pride in the work they do.

How to Apply:

Click Apply Now to submit your resume. We'll reach out to schedule an initial conversation with qualified candidates, followed by a meeting with our leadership team.

Breakthrough HQ is an Equal Opportunity Employer. We welcome candidates from all backgrounds and walks of life.