The Behavioral Health Care Coordinator plays a key role in ensuring the smooth daily operation of the practice by supporting both administrative and clinical functions. We are seeking a resourceful, adaptable, and patient-focused individual who genuinely enjoys helping others and thrives in a collaborative environment. This position requires professionalism, strong attention to detail, and the ability to manage a variety of responsibilities. The role spans multiple areas of the practice, including front desk operations, patient communication, scheduling, payments, clinical support for TMS and Spravato treatments, and processing prior authorizations. While the role is multifaceted, you will be supported by a collaborative team that values communication, problem-solving, and continuous learning. We provide extensive training and ongoing support, and we are committed to helping team members grow within the practice. Success in this role comes from staying organized, communicating effectively, taking initiative, and knowing when to collaborate with teammates to ensure patients receive exceptional care. This is an excellent opportunity for someone who enjoys both patient interaction and behind-the-scenes operations, and who takes pride in helping patients navigate their mental health care journey. Whether you are building a long-term career in healthcare administration or gaining hands-on experience before pursuing advanced training in a healthcare field, this role offers a unique opportunity to work closely with patients, providers, and cutting-edge mental health treatments in a collaborative outpatient setting. Primary Responsibilities Manage front desk operations including patient check-in, check-out, scheduling, and payment collection. Respond to patient calls, emails, and portal messages promptly and professionally. Verify insurance benefits and complete prior authorizations for medications and treatments. Assist in clinical areas by recording Spravato vitals, supporting TMS treatments, and preparing rooms or equipment. Support providers and office leadership by handling assigned requests and maintaining organized, accurate, and up-to-date records in the EHR. Additional Responsibilities Process new patient intakes and ensure all required documentation is complete. Explain financial responsibilities and collect copays or outstanding balances. Assist with telehealth troubleshooting, medical record requests, and patient letters. Provide in-person and phone support for patients needing guidance on appointments, prescriptions, or procedures. Maintain compliance with office policies, HIPAA, and safety protocols. Contribute to a collaborative team environment by sharing responsibilities across administrative and clinical functions. What Success Looks Like Patients know they can speak to any team member to solve their issue. Scheduling, intake, and payment processes are completed accurately and efficiently. Prior authorizations are handled promptly, minimizing treatment delays. Team members are cross-trained to provide coverage when needed, ensuring continuity of care and smooth operations while maintaining a collaborative and supportive work environment. Communication between patients, providers, and staff is consistent, professional, and organized.
Soft Skills Needed:
Professional communicator with strong attention to detail and empathy for patients. Highly adaptable—comfortable moving between front desk, administrative, and clinical tasks. Organized, dependable, and focused in a dynamic environment. Calm, clear, and solution-oriented in emotionally charged or stressful situations. Team-oriented with a positive attitude and willingness to take initiative and present solutions.
Hard Skills Needed:
Excellent grammar, spelling, and punctuation in all written communication Proficiency with EHR/EMR systems and medical scheduling software. Experience processing prior authorizations for medications or treatments. Knowledge of psychiatric medications and terminology. Trained or willing to be trained in TMS and Spravato procedures, including vitals recording and patient monitoring. Skilled in Microsoft Office, Google Workspace, and web-based tools. Typing speed of 45+ WPM with 100% accuracy. CPR and BLS certification preferred.
Education:
High school diploma or GED required; associate's or bachelor's degree preferred. Minimum 1-2 years of experience in a medical office or behavioral health setting. Experience in both administrative and clinical support functions strongly preferred.
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Paid time off Professional development assistance Vision insurance Application Question(s): Describe a time you handled an upset patient successfully. What does excellent patient communication mean to you?
Work Location:
In person
Pay:
From $20.00 per hour
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Paid time off Professional development assistance Vision insurance Application Question(s): What is missing from your current or previous job? What makes you qualified to be a good candidate for this role? What is the #1 skill you need to improve?
