What are the responsibilities and job description for the Medical Front Office Coordinator position at Spine Specialists, P.A.?
Full-time, on-site, Monday through Friday, 8:00 AM to 5:00 PM
About the practice
We treat patients with chronic back and neck pain who have usually been through years of treatments that did not work and are looking for an alternative to spinal fusion. Many of our patients fly in from other states and other countries to be seen here.
The front desk is the first voice most of those patients ever hear from us. Someone calls this office after months of being dismissed elsewhere, and how that call goes decides whether they come in. That is the job.
About the role
We are hiring a front office coordinator to be the first point of contact for our patients. You will spend most of your day on the phone with people who are in pain, who are often frustrated by past medical experiences, and who are weighing a significant decision about their care. You need to make them feel heard, get them to the right person, and keep the practice running behind the scenes.
We are a destination practice, not a walk-in clinic. Our call volume is lower than a busy urgent care, and every single call matters more.
What you will do
Answer inbound patient calls with warmth and professionalism, and return missed calls the same day
Schedule, confirm, and coordinate appointments for the Dallas office and visiting physician days
Help out-of-town patients with travel and scheduling logistics
Maintain patient records in PracticeQ and keep HubSpot contact records accurate
Collect and route MRI uploads, intake forms, and medical history documentation
Process self-pay payments and walk patients through financing options when they ask
Pass qualified callers to the patient liaison team and make sure the handoff actually lands
Communicate between patients and clinical staff so nothing falls through
Protect patient privacy and follow HIPAA standards in every interaction
Keep the reception area presentable and supplies stocked
Who we are looking for
You have worked a medical front desk before, ideally in a specialty, surgical, or cash-pay practice. You know what it sounds like when a patient has been hurting for a long time, and you have the patience to let them tell you about it before you steer them toward a next step. You are organized without being brusque. You can take a complicated billing question and an emotional phone call in the same hour and stay steady through both.
You are comfortable using practice software. You do not need to know these on day one. You do need to pick up new tools quickly.
You take ownership. When something is broken you either fix it or you say so. You do not let it sit.
What you will need
Two or more years of medical front office experience, ideally in a specialty or cash-pay practice
Strong phone presence and clear written communication
Comfort with EMR systems and standard office software
Working knowledge of HIPAA
The ability to stay calm and professional under pressure
Helpful, not required
Experience in spine, pain management, orthopedics, or regenerative medicine
Experience coordinating logistics for out-of-state or international patients
Bilingual, English and Spanish
Prior use of PracticeQ, HubSpot, or JustCall
Compensation and benefits
$45,000 to $50,000 per year, depending on experience
Medical, dental, and vision insurance
Paid time off
Monday through Friday, no weekends and no after-hours coverage
How to apply
Apply through Indeed. After you apply you will get a link to record a short video, under 60 seconds, introducing yourself and telling us why you would be a good fit for this role. It records right in your phone or computer browser. There is nothing to download, no account to create, and you can re-record as many times as you like.
The phone is most of this job, so we want to hear how you sound before we schedule anything. Talk to the camera the way you would talk to a patient calling in for the first time.
Applications without the video will not be reviewed.
Job Type: Full-time
Pay: $45,000.00 - $50,000.00 per year
Benefits:
- Dental insurance
- Health insurance
Application Question(s):
- Are you available Monday through Friday, 8 AM to 5 PM, on-site in Dallas?
- Have you worked at a practice where most patients pay cash rather than bill insurance?
- Briefly, what do you do when a patient calls upset about something that is not your fault?
- REQUIRED: Record your short video here: https://www.videoask.com/frni7b6ui - it takes about two minutes and works on your phone. Type DONE once you have submitted it.
Experience:
- Medical front office: 2 years (Required)
Work Location: In person
Salary : $45,000 - $50,000