Medical Front Desk Coordinator

Hillcrest Children & Family Center is a non-profit organization dedicated to the provision of comprehensive, evidence-based mental health services in Washington, DC. We are committed to fostering community awareness, eliminating systemic barriers, and delivering compassionate, high-quality care to individuals navigating mental health challenges.

Reporting to the Practice Administrator, this role is responsible for executing all front-desk operations, managing high-volume service inquiries, and ensuring the integrity of documentation required for billable transactions. The Client Services Coordinator serves as the primary liaison between clients/families, clinical staff, and external public entities, requiring exceptional customer service and meticulous administrative management.

Responsibilities:

• Preparing clients and families for the clinical intake and assessment process.
• Initiate and complete essential demographic, insurance, and referral data collection via telephone or in-person interactions.
• Determine if clients meet criteria for routine, urgent, or emergent care and manage scheduling accordingly.
• Ensure all required authorizations and re-authorizations are secured prior to the delivery of service and maintained throughout treatment.
• Responsible for the collection of co-pays and ensuring the proper tracking of all front-desk activities that lead to a billable transaction.
• Act as a dedicated advocate to ensure timely coordination of care across all service providers and programs.
• Professionally welcome clients and visitors and manage logistical processes to ensure a smooth transition from service request to service delivery.
• Work closely with the Psychiatrist and other behavioral health providers to finalize visit documentation, secure required signatures, and establish future appointments.
• Provide clients with appropriate alternative resources and external information when necessary.
• Maintain all client health information in strict adherence to HIPAA privacy and security regulations.
• Manage encounter data and provide accurate, periodic reports on key metrics, including kept appointments, cancellations, demographics, and authorization status.
• Prepare continuity of care reports and actively participate in organizational quality improvement activities and relevant committees.
• Provide dedicated administrative and logistical support to assigned clinical programs.

Qualifications:

• Bachelors Degree or degree in a health related field.
• At least two (2) years of experience in a medical office setting, with a preference for experience in Substance Abuse and/or Behavioral Health or demonstrated skills to meet functional requirements.
• Advanced competence in Microsoft Office Suite and knowledge of electronic health record (EHR) systems.
• Exceptional organizational skills and meticulous attention to detail.
• Proven ability to manage multiple priorities and complex tasks simultaneously (multi-tasking).
• Strong knowledge of insurance benefits/claims processes.
• Superior oral and written communication skills suitable for professional correspondence and client interactions.

Benefits:

• Affordable Medical, Dental, and Vision Insurance
• 401K Retirement Plan
• Paid Time Off (PTO) and Sick Leave
• Paid Company Holidays
• Life Insurance
• Opportunities for professional development and leadership training
• Employee Assistance Programs (EAP)

Position Type: Full-Time, On-Site, Alternating Saturdays (1-2x per month)

We invite qualified candidates who are aligned with our mission of compassionate, high-quality care to submit their application.