Patient Care & Operations Coordinator – Mental Health Practice ZR_22311_JOB

This is a remote position.

Role Name: Medical Receptionist

Schedule:

• Tuesday-Friday 10am-3pm EST. MD time (20 hours a week)

Client Timezone: Maryland

About the Role:

We are seeking a highly organized and compassionate Patient Care & Operations Coordinator to support the day-to-day operations of a remote mental health practice specializing in medication management. Working closely with a board-certified psychiatric nurse practitioner, the ideal candidate will have excellent communication skills, strong attention to detail, and the ability to think critically and act proactively.

This is a remote position that plays a crucial role in ensuring smooth communication, accurate record-keeping, efficient scheduling, and compassionate patient engagement.

Key Responsibilities:

1. Patient Communication & Call Management

• Respond to incoming calls and text messages with professionalism and empathy.

• Use critical thinking to provide accurate responses to patient inquiries.

• Document unresolved queries in a shared Excel tracker for provider review.

• Escalate urgent matters directly to the provider via phone or text.

2. Email Management

• Monitor and respond to emails promptly.

• Escalate complex or clinical issues to the provider.

• Maintain a clean and organized inbox by archiving completed inquiries.

3. Appointment Scheduling & Coordination

• Schedule new and follow-up appointments using ALMA or HEADWAY based on insurance type.

• Monitor synced calendars to prevent appointment conflicts.

• Guide patients to the appropriate billing platform based on their insurer:

  • UHC, Aetna, Cigna (MD, VA): Use ALMA.

  • Cigna & Aetna (DC): Use ALMA.

  • CareFirst BCBS (DC, MD, VA): Use HEADWAY.

  • Maintain existing HEADWAY bookings if insurance is approved.

• Manage Zocdoc appointments as per internal guidelines.

• Ensure all intake forms, assessments, and Auto Pay authorizations are completed before appointments.

4. Patient Outreach & Follow-Up

• Reach out to patients who haven’t been seen in over three months to schedule follow-ups.

• Respond to patient inquiries across email, text, and phone with warmth and timeliness.

• Engage with patient inquiries on social media platforms, especially Facebook.

5. Document & Demographic Management

• Collect and upload insurance cards and ID documentation to patient records.

• Ensure Medicaid patients submit both their Medicaid ID and driver’s license.

6. Data Accuracy & EHR System Support

• Maintain accurate patient data across all platforms.

• Support EHR platform migration (from ICANote to SimplePractice) by assisting with data transfers and chart updates.

Requirements:

• Prior experience in healthcare administration, ideally in a mental health setting.

• Familiarity with EHR platforms, particularly ICANOTE and preferably SimplePractice.

• Strong organizational and multitasking skills.

• Excellent written and verbal communication.

• High attention to detail and commitment to patient confidentiality.

Additional Responsibilities (Discussed During Interview):

• Schedule intake assessments (with additional compensation per session).

• Conduct email outreach to local therapists and PRPs (Psychiatric Rehabilitation Programs) for collaboration opportunities.

• Request patient reviews on platforms like Google and Zocdoc via email, phone, or text.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Steady freelance job

ZR_22311_JOB

Originally posted on Himalayas