Position Summary Pneuma is seeking a highly organized, proactive, and patient-focused Patient Access Coordinator to support the movement of patients from initial referral through scheduling and treatment. This position serves as a central point of coordination for new patient referrals, provider scheduling, and specialty treatment programs. The Patient Access Coordinator works under the Front Office Lead and collaborates closely with providers, administrative staff, and treatment teams to make sure referrals are handled promptly, patients know what comes next, and available appointment capacity is effectively utilized. The right person for this role is someone who takes ownership of details and follows things through to completion. They should be comfortable managing multiple priorities, communicating with patients and outside practices, identifying scheduling gaps, and working across departments to keep patients from getting lost in the process. Primary Responsibilities Referral & New Patient Coordination Own new patient referrals and inquiries from initial receipt through scheduling or final disposition, including accurate entry, patient outreach by phone and text, collection of required information, and coordination of missing records or documentation. Maintain consistent follow-up with prospective patients and referring practices, ensuring every referral has a clear status, next action, and documented outcome. Identify aging or stalled referrals and actively work to resolve barriers that may be preventing patients from moving forward. Provider Scheduling & Utilization Maintain visibility into provider schedules and available appointment capacity, proactively identifying openings, cancellations, scheduling gaps, and opportunities to backfill appointments. Work new referrals, existing patients, waitlists, cancellations, and rescheduling opportunities to maximize appropriate use of provider availability. Coordinate schedule changes and patient-access needs with providers and administrative staff, escalating recurring barriers or capacity concerns to the Front Office Lead. Communication and Coordination Treatment Program Pipeline Coordination Manage the TMS and Spravato patient pipelines using the designated EMR and CRM programs ensuring each patient has a clear status and next step. Follow up on stalled patients and coordinate administrative handoffs between departments to resolve scheduling, records, communication, or other non-clinical barriers. Route clinical questions, treatment eligibility, and treatment decisions to the appropriate licensed clinical team member. Outside Referral & Interdepartmental Coordination Serve as a responsive point of contact for referring practices, coordinating referrals, records, documentation, scheduling information, and follow-up as needed. Work closely with the Front Office Lead, providers, front office staff, marketing team, and interventional psychiatry team to identify incomplete handoffs and keep patients moving efficiently through the process. Maintain accurate documentation and provide regular visibility into referral activity, provider availability, treatment pipelines, and unresolved barriers. Qualifications Prior experience in a medical, behavioral health, specialty practice, patient access, referral coordination, or healthcare scheduling environment preferred. Strong organizational skills with the ability to manage multiple patients, tasks, and follow-ups simultaneously. Excellent verbal and written communication skills. Strong attention to detail and accuracy. Comfortable communicating with patients, medical providers, outside practices, and internal team members. Ability to work independently while remaining highly collaborative with the broader team. Comfortable using electronic health records, scheduling systems, CRM or referral-tracking tools, and standard office technology. Understanding of patient privacy and the importance of HIPAA-compliant communication. Behavioral health or specialty-treatment experience is a plus but is not required.

Pay:

From $16.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) AD&D insurance Dental insurance Disability insurance Employee assistance program Employee discount Flexible spending account Health insurance Health savings account Life insurance Opportunities for advancement Paid time off Pet insurance Professional development assistance Vision insurance Application Question(s): Do you have experience with patient scheduling or referrals in a healthcare setting?

Work Location:

In person