Job description
About the Role
We are seeking a highly organized, proactive, and patient-focused Front Office Coordinator to join our growing virtual outpatient clinic team. In this pivotal role, you will manage all front office activities and serve as the first point of contact for patients. You’ll follow up on inbound leads, qualify them, collect essential patient information, and schedule evaluations. Additionally, you will support our sales organization by identifying new patient opportunities through outbound prospecting.
If you are detail-oriented, love engaging with patients, and thrive in a fast-paced, digital healthcare environment, we want to hear from you!
Key Responsibilities
🧩 Patient Coordination & Front Office Support
Manage inbound patient inquiries with professionalism and empathy.
Collect and verify patients’ demographic and insurance information; ensure accurate EHR documentation.
Educate new and returning patients on our virtual care model, treatment journey, and platform.
Schedule evaluations and follow-up appointments in a timely and organized manner.
Ensure patients receive reminders, complete necessary forms, and are prepared for virtual visits.
Follow up with no-shows, late cancellations, and re-engage inactive patients as needed.
📞 Lead Management & Outreach
Qualify inbound leads by gathering key information and determining eligibility.
Document all patient interactions in the CRM with accuracy and completeness.
Identify and assist in developing new sales opportunities through outbound outreach.
📄 Insurance & Referral Management
Verify insurance eligibility and benefits.
Obtain prior authorizations or PCP referrals as needed.
Collect referring physician information and ensure communication is maintained.
Fax Plan of Care to referring providers and follow up to obtain signatures.
🤝 Cross-Functional Communication
Serve as a liaison between patients, clinicians, and internal teams to ensure seamless care delivery.
Keep clinical staff informed of relevant updates or changes in patient status or documentation.
📌 Other Duties
Participate in special projects or administrative tasks assigned by the General Manager.
Continuously seek ways to improve workflow, patient experience, and team collaboration.
Qualifications
2+ years of experience in a healthcare administrative or front office role (virtual care a plus)
Experience with CRM and EHR systems (HubSpot a plus)
Strong verbal and written communication skills
Detail-oriented with excellent organizational and multitasking skills
Understanding of insurance processes, eligibility, and patient registration workflows
A customer-first mindset with a passion for improving the patient experience
Why Join Us?
Mission-driven organization transforming healthcare through technology
Collaborative and innovative remote work culture
Opportunity to work with a passionate and expert clinical team
Benefits include: medical, dental, vision, 401k
*This can be a remote position or you can work from our office in Needham, MA. Position would cover 4 days during the week and 4 hours each Sat/Sun.
