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Scheduling and Verifications

We are seeking a dedicated coordinators to assist with the scheduling and benefits verifications aspects of our new patients as well as established patients. The ideal candidate is someone who desires to make a long-term commitment to serve as part of a motivated and hard-working group that aims to improve access to mental health care. Take our pre-interview questionnaire now!

Responsibilities

  • Assess for patient acceptability within scope of services based on decision criteria such as reasons for inquiry, previous history, medical complexity, and goals for care

  • Match patients to providers based on complexity and availability

  • Scheduling initial and follow up psychiatric visits for medical and counseling providers, as well as case discussions with 3rd parties that are both in-person and virtual

  • Instruct patients on onboarding process consisting of completing any records/forms needed

  • Maintain providers’ schedules to capacity

  • Reschedule appointments based on urgency and provider availability

  • Provide exceptional customer service when communicating over phone/emails/texts

  • Maintain accurate records of patient interactions and updates in the practice management system

  • Provide accurate information to callers or route calls to the appropriate staff members.

  • Collaborate with other staff members to ensure seamless patient care and administrative efficiency.

  • Escalate emergencies with providers and/or management in a timely manner

  • Assist with other administrative tasks as needed to support the virtual front office operations.

  • Ensure health and safety compliance

Hard Skills

  • Experience using EMR and virtual phone system

  • Competency in Google platform including email, shared drive, calendar, virtual meetings, proficiency in editing PDFs and Google Docs

  • Proficiency in Excel / Google Sheets (editing, formatting, filtering) a major plus

  • Familiarity with any shared inbox or customer management systems and ChatGPT a major plus

Soft Skills

  • Bright personality focused on customer service to manage patient expectations

  • Excellent communication in both spoken and written correspondence (pronunciation, spelling, grammar, formatting)

  • Reliable organizational abilities to manage your time and tasks without needing micromanagement

  • Desire to work independently but collaborate with a light-hearted but hard-working and dedicated virtual team 

  • Resourcefulness in problem-solving both on your own and as part of a larger team

  • Ability to make critical decisions on your own in a dynamic and fast-paced environment

  • Maturity to accept responsibility for deficiencies and errors

  • Eagerness to learn about healthcare, mental health, and technology and ask for help and further guidance

  • Interest in embracing technology via new software integrations and process automation

  • Comfort with discretion regarding highly sensitive information, ensuring HIPAA compliance

Qualifications

  • College diploma or equivalent, with a strong preference for relevant college coursework

  • 2+ years experience in a medical office setting, telehealth, or virtual administration

  • Knowledge of medical and psychiatric terminology and insurance processes

  • Reliable internet connection, desktop workstation, and mobile service is a must

Schedule

  • Monday through Friday 8A to 5P or 10A to 7P (CST)

Benefits

  • Competitive compensation - $19-21 per hour, depending on experience with option to be salaried

  • Salaried option available

  • Generous paid time off  - 15 days in year 1; 20 days in year 2

  • Excellent health, dental, and vision insurance options, both basic and premium coverage

  • Retirement plan - 401K with employer match for long-term employees

  • Performance recognition - opportunities for quarterly performance bonuses + holiday bonuses

  • Professional development opportunities - paid training and certifications, regular performance reviews

  • Eligibility for remote work and/or promotion after 1 year of service

  • Expense reimbursement (for any business purchases / travel)

  • Hardware allowance for computer, monitor, peripherals, phone

  • Work in a psychologically safe atmosphere

  • Referral bonuses

Application Questionnaire

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