Front Desk Patient Coordinator

Front Desk Patient Coordinator - CARMEL MEDICAL OFFICE

Job Type: Full-time
Pay: Competitive, based on experience with commission structure
Work Location: In person – CARMEL, INDIANA

About Us

We are a growing practice focused on helping patients reduce pain, improve function, and return to the activities they value. We provide a high-touch, patient-centered experience that depends on an organized, professional, and friendly front office team.

We are seeking a Front Desk Patient Coordinator who is highly organized, polished, and comfortable being the “first impression” of the practice. Spanish-speaking ability is a strong plus, and experience with Athena EMR is also a plus.

Position Overview

This role is responsible for delivering an exceptional front desk experience for every patient—from the first phone call and check-in to scheduling follow-up visits and managing day-to-day office flow. The ideal candidate is detail-oriented, professional, and able to manage multiple tasks while maintaining a warm, welcoming demeanor.

Responsibilities

• Greet patients and visitors in a professional, friendly manner and create a welcoming environment.
• Answer incoming phone calls, text messages, and portal messages; route calls and messages appropriately.
• Schedule and confirm patient appointments, coordinate follow-ups, and manage provider calendars.
• Check patients in and out, verify demographics and insurance information, and collect copays and balances.
• Prepare and manage new patient paperwork, consent forms, and intake documentation.
• Maintain an organized reception area and ensure a clean, professional front office appearance.
• Accurately enter and update information in the EMR (Athena experience is a strong plus).
• Assist with prior authorizations, referrals, and record requests, in coordination with the clinical team.
• Help manage daily patient flow, communicate delays, and keep patients informed.
• Support the team with additional administrative tasks as needed, while maintaining confidentiality and professionalism.

Qualifications

• Prior front desk, medical receptionist, or customer service experience required.
• Experience in a medical office setting strongly preferred.
• Spanish speaking/bilingual (English–Spanish) is a strong plus.
• Experience with Athena EMR is a plus.
• Highly organized, detail-oriented, and reliable, with strong follow-through.
• Professional appearance, strong verbal and written communication skills, and a calm, confident phone presence.
• Comfortable working in a fast-paced environment and handling multiple tasks at once.
• Proficient with computers, email, and basic office software.
• Positive attitude, strong work ethic, and a team-first mindset.
• Able to maintain patient confidentiality and handle sensitive information appropriately.

Ideal Candidate

• Takes pride in being organized and “on top of” details and schedules.
• Enjoys interacting with patients and helping them feel at ease.
• Is proactive, anticipates needs, and likes solving small problems before they become big ones.
• Thrives in a professional, patient-centered environment where consistency and follow-through matter.

What We Offer

• Meaningful role in a practice focused on high-quality, relationship-based care.
• Stable, supportive team culture with clear expectations.
• Opportunity to grow with a developing regenerative medicine and musculoskeletal practice.

We are a physician-led regenerative and musculoskeletal medicine practice based in Indianapolis. We focus on helping patients reduce pain, improve function, and extend healthspan through evidence-informed treatments, including regenerative procedures, osteopathic care, and personalized health and longevity programs. Our team is committed to delivering a high-touch, educational, and outcomes-focused experience so patients feel heard, supported, and empowered at every visit.