Medical Office Assistant Jobs in San Antonio, TX

Patient Liaison – Front Office Medical Receptionist with Billing

UTSA Facility | San Antonio, Texas

Job Details

Location: San Antonio, TX (UTSA facility)

Employment Type: Full-Time | FLSA Status: Non-Exempt

Schedule: Monday–Friday, 8:00 AM – 5:00 PM

Compensation: $16.00–$18.00 per hour (based on qualifications and experience)

About Mind Works

At Mind Works, our child-centered counseling practice helps children between the ages of 3 and 17 thrive at home, at school, and in play. We take pride in our integrated behavioral health care approach, involving pediatricians, psychologists, licensed counselors, clinical social workers, and psychometrists. Our team works collaboratively to deliver comprehensive treatment plans that address a child’s biological, psychological, and social needs.

We are seeking a high-performing Patient Liaison who understands that the front office is not just administrative — it is operational, relational, and financially essential.

What This Role Really Does

This position protects the patient experience, the therapeutic journey, revenue integrity, and workflow accuracy. You will be responsible for both front-office coordination and front-end medical billing functions.

Role Overview

The Patient Liaison is a front-office position combining administrative reception duties with patient-facing insurance and billing responsibilities. The ideal candidate will manage patient communications, schedule appointments, verify insurance eligibility and benefits, accurately document and collect patient financial responsibilities, coordinate billing-related inquiries with the billing team, and maintain current and confidential electronic patient records.

Key Responsibilities

Patient Experience & Office Coordination

· Serve as the first point of contact for new and existing patients; greet patients in person and manage telephone and electronic communications.

· Schedule, confirm, and remind patients of appointments, ensuring smooth patient flow and timely notification to providers.

· Maintain accurate patient charts and records within the electronic medical record (EMR) system, following HIPAA privacy and security requirements.

· Prepare and manage office documentation, including intake forms, treatment authorizations, and correspondence with providers and families.

Billing, Claims & Insurance Administration

· Verify insurance eligibility, active coverage, benefits, copays, deductibles, coinsurance, and applicable authorization or referral requirements for commercial and government-sponsored plans, including TRICARE.

· Clearly explain documented patient financial responsibilities, collect copays and outstanding balances, post payments accurately, and follow established escalation procedures for account questions or discrepancies.

· Maintain accurate insurance and patient financial information in the EMR; identify and promptly communicate eligibility, authorization, and billing discrepancies to the appropriate team.

· Assist with patient billing inquiries, payment adjustments, and claim-related follow-up within the Patient Liaison’s assigned responsibilities, coordinating complex claims and revenue-cycle issues with the billing department.

Administrative & Technology Skills

· Use EMR systems, scheduling applications, patient management tools, and insurance eligibility platforms accurately and efficiently.

· Work with office and document tools, including Microsoft Office and Adobe PDF; familiarity with TherapyNotes and Availity is advantageous.

· Use telephone and digital communication systems to maintain a seamless workflow.

· Handle electronic filing, data entry, and record retrieval using office software and EMR systems.

Work Activities & Context

· Manage concurrent demands involving check-in/check-out, telephone calls, scheduling, insurance verification, billing questions, and electronic patient communications.

· Work closely with healthcare providers, billing staff, and insurance companies in a busy, dynamic, and structured clinical office.

· Maintain professionalism, discretion, and accuracy during frequent patient interactions and time-sensitive problem-solving.

· Ensure accurate administrative and front-end financial work to support access to treatment, quality patient care, and operational efficiency.

Required Qualifications

· At least one year of experience in a medical reception, patient access, or comparable healthcare front-office position.

· Hands-on experience verifying insurance eligibility and benefits, including copays, deductibles, coinsurance, and coverage limitations using payer portals or comparable tools.

· Experience scheduling patient appointments, managing inbound calls, and handling multiple front-office priorities simultaneously.

· Experience collecting and accurately recording patient payments, discussing patient balances, and referring billing or insurance discrepancies for resolution.

· Working proficiency with an EMR/EHR and routine office software; ability to maintain accurate patient demographic, insurance, and appointment information.

· Knowledge of patient privacy practices, including HIPAA requirements, and the ability to handle sensitive information discreetly.

· Strong written and verbal communication, attention to detail, dependability, and professional judgment when interacting with patients and families.

Preferred Qualifications

· Experience in pediatric, behavioral health, counseling, or other specialty outpatient practice settings.

· Experience with TherapyNotes, Availity, and commercial or government-sponsored payer portals, including TRICARE.

· Experience with prior authorizations, referrals, explanation of benefits (EOB) review, claim follow-up, and coordination with a centralized billing team.

· Knowledge of ICD-10, CPT codes, and broader medical billing or revenue-cycle workflows.

· Associate degree in medical office administration, healthcare administration, or a related field.

· Certification in medical administration, billing, health records, or a related field.

What We Offer

· Competitive hourly pay with opportunities for professional development and advancement based on performance and experience.

· Benefits for eligible employees, including medical, dental, and vision coverage and a SIMPLE IRA with employer matching under plan terms.

· Paid Time Off (PTO), training, and optional disability coverage subject to applicable plan eligibility and terms.

· A supportive, team-oriented work environment with no regularly scheduled weekend office hours.

· The opportunity to contribute directly to patient access, family experience, and high-quality behavioral healthcare.

Additional Information

Relocation: Candidates must be able to report to the assigned San Antonio facility by their start date.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Describe your experience with medical front office work, including scheduling, insurance verification, and billing. Be specific about the systems you’ve used.
• This role requires managing multiple tasks at once (phones, patients, scheduling, and billing questions). Walk me through a specific example of how you handled a busy or stressful situation in a prior role.
• This position requires accuracy with patient information, insurance, and payments. What steps do you personally take to ensure your work is correct and compliant?

Work Location: In person