Medical Front Office Coordinator (2525)

US Heart and Vascular is needing a Medical Front Office Coordinator to join our team at Houston Cardiovascular Associates in Houston, TX

Position Summary

The Medical Front Office Coordinator provides high-level customer service as the primary liaison for patients, referral sources, and clinical staff, ensuring efficient access to care and a positive patient experience. This role manages incoming calls, schedules and adjusts procedures, coordinates required clinical paperwork, completes insurance prior-authorizations, and accurately documents and triages patient needs.

Responsibilities:

• Provides high-level customer service in all interactions with internal and external customers.

• Provides direct, professional, and knowledgeable interactions with patients, physicians, referral sources, and the treatment team.

• Answers calls accurately and with exceptional customer service at all times.

• Ensures the caller’s needs are met, and accurate information is obtained.

• Ensures calls are documented and triaged appropriately, ensuring patient satisfaction and safety.

• Coordinates and oversees staff and processes assigned to them, including, but not limited to: payroll, time off, coaching, counseling, mentoring and termination.

• Acts as patient advocate and liaison with various departments to meet mutual goals.

• Addresses concerns of patients, provides service recovery and escalates issues as needed.

• Is responsible for scheduling, rescheduling, and canceling all procedure(s).

• Coordinates all paperwork needed by the facility (Including complete order sets, H&Ps, and imaging).

• Completes preauthorization for insurance coverage of all scheduled procedures.

• Educates patients/responsible parties regarding the billing process and any additional financial responsibilities, including information on third-party benefits.

• Provides out-of-pocket cost estimates to patients.

• Coordinates financial counseling for day surgery.

• Communicates with the patient, referral source, and clinical staff regarding any access or authorization of obstacles.

• Completes reminder calls to patients for scheduled appointments.

• Counsels patients with unpaid bills.

• Obtains future appointments at the time of service for clinic follow-up, referrals, and ancillary services.

• Verifies, ensures eligibility and pre-registers patients by obtaining patient demographics and third-party coverage(s) at every encounter.

• Obtains and documents required for third-party reimbursement.

• Maintains a safe workplace by following established safety protocols, reporting hazards, and participating in required safety training.

• When position requires travel to/from other locations, ensures vehicles are operated and maintained in compliance with all safety, regulatory, and company requirements.

• Fosters a team-oriented environment by encouraging cooperation, providing support, and resolving conflicts constructively.

• Demonstrates integrity, professionalism, and respect in all interactions.

• Follows processes and policies for the organization.

• Reports to work as scheduled, ready to perform duties, and promptly notify their supervisor of any attendance issues.

• Adapts to changing priorities, processes, and business needs.

• Performs other duties as assigned.

Requirements:

• High school diploma or GED from accredited institution.

• Current Basic Life Support (BLS) Certification.

• Two (2) years of clinical experience in a Medical Front Office, Medical Administrative Assistant/Procedure scheduler role.

• If the individual in the role will drive for work purposes, a current valid state driver’s license and required minimum auto insurance coverage.

• Cardiology practice experience preferred but not required.

About Houston, TX:

Houston is a diverse city with a booming job market in energy, healthcare, and tech. It has no state income tax, an affordable cost of living, and world-class dining and entertainment. Green spaces, museums, and pro sports teams add to its appeal. Whether for career growth or culture, Houston has it all.