Bilingual Front Desk Coordinator – Behavioral Health

About the Practice

We are a growing behavioral health private practice dedicated to delivering compassionate, patient-centered mental health care. Our operations are built on structure, accountability, revenue protection, and professional communication at every touchpoint.

This role is central to how we run. We're looking for a long-term team member who wants stability, real ownership, and the opportunity to grow within a high-accountability environment.

Role Overview

Position: Bilingual Front Desk Coordinator Type: Full-Time | Independent Contractor Schedule: Monday–Friday, 8:00 AM – 5:00 PM (1-hour lunch) | Open to Saturdays as needed Compensation: $1,200 – $1,500/month USD

The Bilingual Front Desk Coordinator is the operational backbone of the practice. This is not a task-only role — it requires ownership, precision, emotional regulation, and the ability to work independently from day one.

You will protect provider productivity, stabilize workflows, ensure accurate insurance verification, reduce billing errors, and deliver HIPAA-compliant communication across all patient and referral touchpoints. A critical component of this role is serving as a medical interpreter for Spanish-speaking patients — facilitating accurate, professional interpretation between patients and providers during intake, scheduling, and clinical coordination calls.

Spanish-English bilingual fluency is required for this position.

Core Responsibilities

1. Medical Interpretation & Bilingual Support

• Provide real-time spoken interpretation between Spanish-speaking patients and English-speaking providers during intake, scheduling, and coordination calls
• Maintain strict neutrality and accuracy — no editorializing or filtering of clinical communication
• Translate written materials (intake forms, instructions, consent documents) as needed
• Uphold confidentiality and HIPAA compliance in all interpreted interactions
• Be sensitive to the unique dynamics of mental health conversations when interpreting

2. Professional Communication (Central Hub)

• Serve as the primary point of contact for patients, insurance representatives, referral partners, and internal staff
• Maintain HIPAA compliance across all communication channels
• Provide same-day responses whenever possible
• Ensure clear, consistent messaging and prevent communication breakdowns
• Handle difficult or emotionally sensitive patient communications with professionalism and calm

3. Scheduling & Workflow Control

• Maintain accurate provider schedules with zero tolerance for double-bookings or gaps
• Manage cancellations, reschedules, and no-show reduction proactively
• Ensure intake documentation is complete prior to every appointment
• Identify and prevent workflow bottlenecks before they affect provider time
• Protect provider productivity through active coordination

4. Insurance Eligibility & Revenue Protection

• Verify insurance coverage before every appointment — no exceptions
• Confirm authorization requirements and track prior authorizations
• Accurately document benefits in ICANotes (EHR)
• Identify denial patterns and work to reduce billing errors
• Communicate clearly and promptly with billing partners

60–90 Day Success Benchmarks

Days 0–30

• Achieve working proficiency in ICANotes
• Stabilize scheduling and intake workflows
• Demonstrate accurate insurance eligibility verification
• Organize referral tracking system
• Require minimal supervision by Day 30

Days 30–60

• Improve intake checklists and SOPs
• Strengthen verification scripts and communication templates
• Reduce administrative errors measurably
• Monitor denial trends and flag patterns
• Document referral outreach consistently

Days 60–90

• Operate fully independently
• Maintain organized scheduling and billing dashboards
• Anticipate workflow gaps before they occur
• Contribute to at least one process or growth initiative
• Revenue cycle stability is visibly improved from pre-hire baseline

By Day 90, the practice runs more efficiently than it did before this hire.

Required Qualifications

• Spanish-English bilingual fluency — spoken and written, professional level (required)
• Medical interpretation experience — ability to facilitate accurate, real-time interpretation between patients and providers in clinical settings, including sensitive mental health conversations
• Experience in healthcare administration or medical front desk operations
• Insurance eligibility verification experience
• Familiarity with prior authorizations and the revenue cycle
• Strong organizational skills with high attention to detail
• Excellent written and verbal communication in both languages
• Ability to work independently and take ownership of processes without daily oversight
• Professional, calm, and composed under pressure — especially in emotionally charged patient interactions

Strongly Preferred

• Behavioral health or mental health practice experience
• Formal medical interpreter training or certification (CMI, CHI, or equivalent)
• ICANotes or similar behavioral health EHR experience
• Understanding of mental health terminology in both Spanish and English
• SOP development or administrative process improvement experience
• Familiarity with cultural nuances of Spanish-speaking patient populations

Compensation & Schedule

Compensation: $1,200 – $1,500/month USD, depending on experience

Schedule:

• Monday–Friday, 8:00 AM – 5:00 PM (1-hour lunch break)
• Full-time commitment required

This is a long-term role. We invest in the right person and expect to grow with them.