Front Office Coordinator
4 days ago
Berkeley
Job Description POSITION SUMMARY The Front Office Coordinator provides comprehensive administrative and operational support to the Center for Brain Injury (CBI) Program and the Behavioral Medicine Department. This role serves as a primary point of coordination for scheduling, patient communication, program preparation, provider support, and documentation management. The Front Office Coordinator ensures smooth workflows across multidisciplinary teams, supports patient engagement throughout treatment cycles, and upholds high standards of organization, customer service, and accuracy. This position requires exceptional attention to detail, strong communication skills, and the ability to anticipate and proactively address administrative needs in a fast-paced clinical environment. ESSENTIAL DUTIES AND RESPONSIBILITIES • Generate CBI program contact sheets to support Patient Care Coordinators (PCCs) during Week 1 and Week 3 of each program cycle., • Manage ordering of supplies (Costco, Amazon, Office Depot, etc.), including stocking, organizing, and maintaining inventory of materials., • Prepare program materials for upcoming groups, including assembling binders, printing lecture materials, creating program bags, preparing and updating tablets/Brain HQ access, and adding program patients into the CBI scheduler., • Prepare for Initial Evaluation (IE) appointments by creating provider folders, printing required medical records, and printing patient packets and other necessary paperwork., • Collect attendance for Initial Evaluation and Program days and upload attendance logs and provider sign-in sheets to the P: Drive., • Provide support to PCCs as needed, including arranging patient transportation, contacting patients regarding transportation and attendance needs, notifying providers of late or absent patients, assisting with EDD forms and Medical Necessity Checklists, supporting Provider 1:1 schedule management, and assisting with IE coordination (excluding check-out)., • Schedule post-CBI follow-up appointments and cancel conflicting clinic appointments for patients enrolled in the program., • Assist providers throughout the day with printing and general administrative needs., • Serve as the primary coordinator for patients experiencing issues with tablets or Brain HQ access., • High school diploma or GED equivalent., • Minimum one (1) year of administrative, front office, or customer service experience in a healthcare, behavioral health, or similar professional setting., • Experience using electronic health record (EHR) systems or scheduling software., • Demonstrated ability to organize, prioritize, and manage multiple tasks in a fast-paced environment., • Strong verbal and written communication skills with the ability to interact professionally with patients, providers, and staff., • Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to learn new software systems quickly., • High attention to detail and accuracy in preparing documents, scheduling, uploading records, and maintaining logs., • Ability to maintain confidentiality and handle protected health information in compliance with HIPAA and organizational policies., • Ability to work both independently and collaboratively with multidisciplinary teams. PREFERRED • Associate degree or coursework in healthcare administration, psychology, behavioral health, or a related field., • Two (2) or more years of administrative experience in a medical, rehabilitation, or behavioral health setting., • Experience supporting group-based programs, psychological testing workflows, or multidisciplinary clinical teams., • Familiarity with neuropsychological tools such as MoCA, PHQ-9, PCL-5, or Brain HQ., • Experience coordinating patient communications, scheduling, or follow-up in a clinical environment., • Bilingual proficiency, particularly in Spanish., • Strong technical skills, including troubleshooting tablets, digital applications, or patient-facing technology.Company DescriptionPain & Rehabilitative Consultants Medical Group (PRCMG) is a leading Northern California practice providing comprehensive, evidence-based pain management and rehabilitative care through a multidisciplinary team dedicated to improving function and quality of life.Pain & Rehabilitative Consultants Medical Group (PRCMG) is a leading Northern California practice providing comprehensive, evidence-based pain management and rehabilitative care through a multidisciplinary team dedicated to improving function and quality of life.