About Mindful Paths Psychological Testing

Mindful Paths Psychological Testing is growing, and we’re excited to expand our team at our new office in Plymouth, MA. We believe every patient’s journey begins with compassion, professionalism, and a personal touch. As our Patient Care Coordinator, you will be the welcoming voice and friendly presence that helps clients take their first step toward care.

In this key role, you’ll manage incoming calls, schedule appointments, coordinate referrals, and assist with daily administrative operations. Working closely with the Director of Operations, you’ll help ensure that our office runs smoothly, communication flows efficiently, and every client receives a positive and supportive experience from the moment they reach out.

We’re looking for a professional who is organized, detail-oriented, and motivated by meaningful work. The ideal candidate thrives in a dynamic environment, enjoys collaborating with others, and takes pride in providing exceptional service to both patients and colleagues.

Role and Responsibilities

• Client Communication & Scheduling
• Serve as the first point of contact for new and existing patients, providing friendly, compassionate, and professional assistance.
• Schedule and confirm appointments for psychological testing and related services.
• Manage multiple communication platforms (phone, email, Pilot Practice, Psychology Today, Call Tracking Metrics) to ensure prompt and attentive responses.
• Provide accurate information about services, policies, and procedures to patients and referral sources.
• Follow up on missed calls, voicemails, and inquiries to ensure timely and consistent communication.

Administrative Support

• Assist the Director of Operations with lead tracking, reporting, and performance metrics.
• Process patient copays and payments accurately while maintaining confidentiality.
• Manage incoming mail and ensure proper distribution.
• Maintain and update patient records, ensuring completeness and compliance with documentation standards.
• Provide general administrative support to clinicians and staff to help maintain daily efficiency.
• Adhere to all HIPAA and company privacy requirements.

Lead Management & Tracking

• Monitor and track incoming leads from various referral and marketing platforms.
• Maintain accurate data in lead spreadsheets or CRM systems to measure conversion and response performance.
• Provide regular updates and insights to the Director of Operations regarding lead trends and outcomes.

Office Coordination

• Help create and maintain an organized, professional, and welcoming office environment for patients and staff.
• Monitor and replenish office supplies as needed.
• Coordinate with vendors or IT support for maintenance or technical issues.

Collaboration and Continuous Improvement

• Assist new patients with onboarding and completion of intake forms.
• Support communication between departments, including clinical, billing, and administrative teams.
• Contribute to the development and implementation of new systems or processes to improve workflow and patient experience.
• Perform additional duties as assigned by management to support overall operations.

Required Skills and Competencies

• Communication:
• Exceptional verbal and written communication skills with a professional and empathetic tone.
• Strong interpersonal skills and ability to build rapport with patients, families, and colleagues.

Organization & Attention to Detail:

• Proven ability to manage multiple tasks and priorities with accuracy and efficiency.
• Dependable and self-motivated, with excellent time management and follow-through.

Technical Proficiency:

• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with Pilot Practice and Call Tracking Metrics preferred.
• Quick learner comfortable navigating new software platforms and digital tools.

Team Collaboration:

• Works well independently and as part of a collaborative administrative and clinical team.
• Flexible and adaptable in a fast-paced environment, with a positive and proactive attitude.

Professionalism & Confidentiality:

• Demonstrates integrity and discretion in handling sensitive information.
• Complies with all HIPAA and company privacy standards.