Front Office Care Coordinator | Outpatient Psychiatry

Primary Department Served: Administration

Reports to: Revenue Cycle Manager (RCM)

Classification Level:

• Hourly
• Full-Time 

About Colorado Psychiatry Solutions

Colorado Psychiatry Solutions is the area’s premier outpatient mental health practice based in Colorado Springs. We specialize in providing evidence-based, personalized care for individuals facing complex and treatment-resistant psychiatric conditions. Our mission is simple but powerful: to provide hope and healing for treatment-resistant mental health conditions.

We’re a young and dynamic company, established in 2021, with a strong foundation and exciting opportunities for growth and cross-training. Whether you’re early in your career or looking to expand your skills, we offer a multi-disciplinary collaborative environment where initiative is valued, ideas are welcomed, and professional development is encouraged.

Our multidisciplinary team includes:

• A Board-Certified Psychiatrist and veteran with specialized expertise in neuropsychiatric interventions
• A Chief Medical Officer who is dual board-certified in Family Medicine and Addiction Medicine
• A Director of Clinical Services focused on quality patient care and operational excellence
• Experienced Registered Nurses, TMS Technicians, Medical Assistants and Care Coordinators working side-by-side to support every step of the patient journey.

We value professionalism, compassion, communication, and teamwork—and we’re looking for someone who shares those values to join us in transforming psychiatric care in our community.

Job Summary: 

The Front Office Care Coordinator plays an essential role in the smooth, day-to-day operations of the clinic. This role is responsible for welcoming patients, managing incoming communication, ensuring efficient appointment scheduling, verifying insurance, and supporting the clinical team through accurate data entry and patient coordination. The ideal candidate brings a warm, professional demeanor and a strong attention to detail in a fast-paced, multidisciplinary outpatient setting.

Unlike a traditional receptionist, this role demands proactive coordination, compassionate communication, and a strong grasp of behavioral health workflows.

Key Responsibilities:

Patient Communication & Support

• Greet all patients and visitors with professionalism and warmth, ensuring a positive and reassuring environment.
• Serve as a knowledgeable resource for patients regarding their treatment process, appointment logistics, and provider communication.
• Confirm and educate patients on appointment details, pre-visit instructions, and necessary documentation.
• Manage patient check-in/check-out procedures, ensuring all needs are addressed and follow-ups are scheduled timely.
• Verify patient insurance and prior authorization status.
• Follows up consistently on referrals, screeners, and missed appointments.

Care Coordination Across Services

• Proactively manage and coordinate appointments across multiple office locations and services (e.g., psychiatry, therapy, TMS, ketamine), minimizing scheduling conflicts and delays.
• Ensure continuity of care by confirming that follow-up appointments and internal referrals are appropriately tracked and communicated to patients.
• Utilize patient trackers to coordinate the scheduling of multiple services.
• Manages multi-step workflows for intakes, referrals, and follow-ups

Reception & Administrative Support

• Answer incoming calls, emails, and patient portal messages, route messages accurately, and respond to patient inquiries with urgency and empathy.
• Assist with taking and recording patient vitals during check-in.
• Conduct weekly inventory counts for medical and office supplies.
• Collect and verify insurance and demographic information.
• Support eligibility checks and pre-authorizations as needed.
• Process medical records requests, faxing, and scanning of documentation into the EHR.
• Manage waiting room flow and maintain front office appearance and supplies.
• Collect patient payment at check-in and communicate cost-sharing responsibilities to patients.
• Accurately input payment history, upcoming payment information, and other financial data into individual accounts.

Documentation & EHR Management

• Accurately document all patient interactions in the electronic health record (EHR), ensuring appropriate follow-up actions are noted and completed.
• Utilize internal communication tools and patient memos to ensure continuity of care across all staff.
• Track no-shows, cancellations, and rescheduled appointments for quality improvement and patient follow-up.
• Accurately input payments, invoices, and other financial data into individual accounts.

Team Collaboration

• Work closely with providers, technicians, and administrative staff to streamline patient care workflows.
• Attend team huddles and staff meetings to relay patient feedback, scheduling barriers, or operational concerns.
• Identify and escalate urgent issues (e.g., patient complaints, safety concerns, care delays) to clinical supervisors or management.

Mission Alignment

• Uphold Colorado Psychiatry Solutions’ mission: "Providing hope and healing for treatment-resistant and complex neuropsychiatric conditions."

Skill Requirements

• Exceptional communication and interpersonal skills with a patient-centered mindset
• Excellent work ethic and organizational skills; outcome-oriented
• Strong ability to multitask in a multi-provider environment
• Service scheduling optimization
• Willingness to learn and adapt; ability to manage multiple tasks under stress
• Maintain strong patient boundaries, strict confidentiality, and high integrity
• Exercises sound judgment when triaging patient needs or escalating urgent concerns to clinical staff
• Approaches every interaction with empathy, professionalism, and patience, particularly when working with patients in emotional distress
• Maintains composure under pressure and demonstrates cultural sensitivity, especially when working with veterans, active-duty personnel, and trauma-exposed individuals
• Understands psychiatric terms, treatment tracks (e.g., TMS, ketamine, Spravato), and general mental health service workflows
• Competency in spreadsheets (Excel, Google Sheets)

Qualifications:

Required

• High school diploma, GED, or equivalent
• Knowledge of medical terminology
• Experience with electronic health record software
• Experience scheduling appointments in a medical setting
• HIPAA training 
• Must be comfortable discussing service costs and collecting patient payments

Preferred

• Associate degree or higher in Healthcare Administration or related field
• Experience with Google Workspace
• Experience working with patients who are suffering from common mental health disorders
• Military Veteran status, military spouse, or previous work in military/government helping agencies or underserved populations

Physical Requirements:

• Full range of body motions, including manual and finger dexterity and hand-eye coordination
• Some sitting, bending, stooping, and stretching 
• Standing and walking
• Occasional lifting of up to 20 pounds
• Must have adequate hearing and speaking ability to communicate with co-workers and others in person, by phone, and via online correspondence

Employee Benefits (Full-Time Employees)

We value our team and are proud to offer a comprehensive benefits package that supports your well-being—both at work and beyond:

• 401(k) with Employer Matching – Invest in your future with our retirement plan and generous match.
• Health Insurance – Quality medical coverage to support your physical wellness.
• Dental & Vision Insurance – Coverage that keeps your smile and sight healthy.
• Paid Time Off (PTO) – Take time to rest, recharge, and take care of what matters most.
• Paid Sick Leave – Because your health comes first.
• Paid Holidays – Enjoy time off for major holidays throughout the year.
• Colorado FAMLI Leave Program – Paid family and medical leave benefits, as outlined by the state of Colorado.
• Student Loan Repayment Benefit  – CPS is pleased to offer an annual student loan paydown benefit to eligible employees.

Colorado Psychiatry Solutions is an Equal Opportunity Employer.

We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status, or any protected status. Applicants may redact age-related information from resumes or application documents in accordance with Colorado POST Rules (7 CCR 1103-18).

Colorado Psychiatry Solutions is the area's premier outpatient mental health practice based in Colorado Springs. We specialize in providing evidence-based, personalized care for individuals facing complex and treatment-resistant psychiatric conditions. Our mission is simple but powerful: to provide hope and healing for treatment-resistant mental health conditions. We’re a young and dynamic company with a strong foundation and exciting opportunities for growth and cross-training. Whether you’re early in your career or looking to expand your skills, we offer a collaborative environment where initiative is valued, ideas are welcomed, and professional development is encouraged. Our multidisciplinary team includes: -A Board-Certified Psychiatrist and veteran with specialized expertise in neuropsychiatric interventions -A Chief Medical Officer who is dual board-certified in Family Medicine and Addiction Medicine -A Director of Clinical Services focused on quality patient care and operational excellence -Experienced Registered Nurses, TMS Technicians, and Care Coordinators working side-by-side to support every step of the patient journey We value compassion, communication, and teamwork—and we’re looking for someone who shares those values to join us in transforming psychiatric care in our community.