Patient Access & Practice Operations Coordinator

About the Practice Rain Tree Mental Health is a small psychiatric medication management practice in Colorado Springs. We are seeking a contracted patient communication and scheduling coordinator to help manage the day to day communication flow of the practice. This is not a billing role. This is not a prior authorization role. The primary service need is patient communication, scheduling support, intake follow up, and organized message routing. Primary Services Needed 1. Manage incoming phone calls, voicemails, texts, and portal messages using approved practice workflows. 2. Schedule and reschedule appointments. 3. Help new patients complete intake steps and required paperwork. 4. Respond to routine administrative questions using approved templates. 5. Route clinical questions to the provider. 6. Communicate with pharmacies when appropriate and within administrative scope. 7. Follow up on missing forms, appointment requirements, and patient communication tasks. 8. Document communication clearly in the EHR. •There is potential for expansion of this role for the right candidate. This Role Does Not Include 1. Billing or claims submission. 2. Prior authorizations. 3. Clinical decision making. 4. Medication advice. 5. Therapy, crisis counseling, or triage beyond approved emergency instructions. 6. Independent changes to clinical schedules, policies, or medication related communication. Good Fit 1. Calm and steady when patients are anxious, upset, or frustrated. 2. Excellent written and phone communication skills. 3. Able to set boundaries kindly and clearly. 4. Reliable without needing repeated reminders. 5. Able to follow written procedures exactly. 6. Comfortable using an EHR, secure messaging, phone systems, and basic office software. 7. Discreet and able to maintain strict confidentiality. 8. Organized enough to track multiple patient requests without dropping tasks. Required 1. Strong written communication skills. 2. Comfort using computers and online systems. 3. Ability to maintain HIPAA confidentiality. 4. W9 required before services begin. 5. Signed independent contractor agreement, HIPAA confidentiality agreement, and Business Associate Agreement required before EHR or patient communication access. Preferred 1. Mental health office experience. 2. Experience with CharmHealth or another EHR. 3. Experience with patient portals, scheduling systems, and pharmacy communication. 4. Experience supporting a small private practice. 5. CNA, MA, medical front desk, healthcare student, military spouse, or former clinic administrative experience. Contractor Structure 1. This is a

W9, 1099

independent contractor opportunity. 2. Contractor is responsible for their own taxes, insurance, equipment, and business expenses unless otherwise stated in the contractor agreement. 3. Rain Tree Mental Health does not withhold payroll taxes and does not provide employee benefits for this contractor role. 4. Contractor may provide services to other clients, provided there is no conflict of interest and all confidentiality requirements are followed. 5. Invoiceable onboarding time and service expectations will be defined in the contractor agreement. How to Apply Please send a resume and a short email answering these questions: 1. What experience do you have handling patient or client communication? 2. How do you handle an upset patient who wants something you cannot provide? 3. What kind of weekday coverage windows are you available for? 4. Are you comfortable with a

W9, 1099

contractor arrangement?

Send application materials to:

office@raintreemhc.com

Pay:

$20.00 - $25.00 per hour

Benefits:

Flexible schedule Paid training Application Question(s): Are you available for mutually agreed weekday coverage windows during business hours? Are you located in or near Colorado Springs? This is a

W9, 1099

independent contractor role. Are you comfortable invoicing for services and managing your own taxes? Briefly describe how you would respond to an upset patient asking for something the practice cannot provide. Do you have experience managing patient calls, portal messages, scheduling, or healthcare front desk communication?

Work Location:

In person