Front Office & Patient Coordinator

About Minerva Clinic Minerva Clinic is a physician-led biological medicine clinic offering innovative, integrative, and personalized health solutions for patients seeking a more natural, whole-person approach to healing and wellbeing. Our work combines advanced clinical insight, biological medicine, and deeply attentive patient care. We serve individuals who are looking not only for symptom relief, but for a more complete understanding of their health. We are seeking a warm, organized, and highly reliable Front Office & Patient Coordinator to become the welcoming first point of contact for our patients and to help ensure that every visit feels smooth, thoughtful, and professionally managed. Position Summary The Front Office & Patient Coordinator is responsible for creating an excellent patient experience from the first phone call through check-in, appointment coordination, check-out, payment processing, and follow-up scheduling. This role works closely with the Medical Director, clinical team, and administrative team to support smooth daily clinic operations. The ideal candidate is caring, detail-oriented, self-motivated, calm under pressure, and able to balance warmth with operational precision. This is a highly patient-facing role. The right person will enjoy helping people, communicating clearly, keeping systems organized, and contributing to a clinic environment that feels professional, welcoming, and deeply caring. Key ResponsibilitiesPatient Experience & Front Office Care Serve as the first point of contact for patients by phone, email, and in person. Answer phones professionally, courteously, and with warmth. Welcome patients and visitors in a way that creates a calm, easy, and memorable experience. Support patients in understanding basic clinic flow, appointment steps, and next actions. Maintain a reception environment that feels clean, organized, peaceful, and professional. Communicate with patients in a compassionate and respectful manner at all times. Scheduling & Patient Coordination Accurately schedule patient appointments, therapies, consultations, and follow-up visits. Manage provider calendars and support efficient patient flow throughout the day. Confirm appointments and assist with rescheduling as needed. Help reduce scheduling gaps, delays, missed appointments, and communication issues. Coordinate with the clinical team to ensure patients are guided smoothly through their visit. Check-In, Check-Out & Payments Check in patients and ensure all required forms, consents, and paperwork are complete. Verify that patient information is accurate and up to date. Check out patients after appointments, process payments, and schedule follow-up visits. Reconcile daily receipts accurately. Maintain clear documentation of payments, scheduling updates, and patient interactions. Patient Records & Communication Maintain accurate patient files and records. Manage patient correspondence with detailed documentation. Assist the Medical Director and clinical team with patient communication needs. Ensure timely follow-up communication when requested by the clinical team. Maintain strict confidentiality in accordance with HIPAA regulations and company policies. Clinic Operations & Administrative Support Support smooth daily office operations in accordance with clinic policies and procedures. Maintain cleanliness and presentation of the reception area and therapy rooms. Order and maintain office supplies. Track inventory and order medical supplies as needed. Assist with mailing, shipping, and general administrative tasks. Prepare and submit reports as required. Help troubleshoot basic IT, phone, or office equipment issues as they arise. Support the clinical team with additional administrative needs as requested. QualificationsRequired Strong customer service and patient-facing communication skills. Caring, friendly, and professional personality. Excellent verbal and written communication skills. Highly organized and detail-oriented. Ability to multitask in a busy clinical environment. Comfortable managing phone calls, scheduling, payments, and patient communication. Computer proficiency, including Microsoft Office and Google Workspace. Ability to maintain confidentiality and comply with HIPAA standards. Reliable, punctual, and self-motivated. Preferred Bilingual in English and Spanish. Prior experience in a medical office, wellness clinic, integrative medicine clinic, or high-touch customer service environment. Experience with scheduling systems, patient records, CRM, or medical office software. Comfort working in a holistic, biological, or integrative medicine setting. Ideal Candidate Profile The ideal candidate is someone who naturally makes people feel cared for. They are warm without being casual, organized without being rigid, and professional without feeling cold. They can manage details, remember follow-ups, keep the front desk calm, and help patients feel that they are in good hands. They understand that in a clinic like Minerva, the patient experience begins long before the appointment itself — it begins with the first call, the first greeting, and the first impression of being truly welcomed. Success in This Role Looks Like Patients feel warmly received, clearly guided, and well cared for. Appointments are scheduled accurately and efficiently. Check-in and check-out processes are smooth and professional. Patient records, forms, payments, and follow-ups are complete and well documented. The clinic feels organized, calm, and ready for patients each day. The Medical Director and clinical team feel supported. Daily receipts, reports, supplies, and front-office tasks are handled reliably. Patient confidentiality is maintained at all times.

Position Details Job Type:

Full-time /

Contract Location:

Minerva Clinic /

Soulspring Woodlands Schedule:

Monday, Tuesday, Thursday, Friday 8:30 AM•4:00 PM; Wednesday 9:00 AM•12:00

PM Compensation:

$18•23/hour, based on experience and qualifications Candidates with prior medical front-office experience, bilingual English/Spanish ability, strong patient coordination skills, and experience with scheduling, payments, and medical office systems may qualify at the higher end of the range.

Job Type:

Full-time Pay:

$18.00•$23.00 per hour

Benefits:

Employee discount Flexible schedule Ability to

Relocate:

Tomball, TX 77375: Relocate before starting work (Required)

Work Location:

In person