Care Coordinator - Beal Wellness

Care Coordinator

The Care Coordinator plays a vital role in ensuring seamless communication and coordination between patients, healthcare providers, support services, and referral partners. This position supports the delivery of high-quality behavioral and mental health services through patient engagement, treatment coordination, laboratory coordination, remote monitoring, and interdisciplinary collaboration.

In addition to patient care responsibilities, this role is responsible for developing and maintaining referral relationships with outside medical offices, community organizations, and healthcare providers to expand patient access and strengthen referral networks. The Care Coordinator also provides operational and administrative support, including front desk coverage when needed.

Key Responsibilities

1. Treatment Cycle Management

• Coordinate patient appointments, follow-ups, assessments, and ongoing care needs.
• Schedule psychiatric and behavioral health appointments while collaborating with providers to optimize availability.
• Communicate clearly and compassionately with patients regarding treatment plans, concerns, and care instructions.
• Provide appointment reminders and ensure patients are prepared for upcoming visits.
• Coordinate follow-up care and continuity of treatment services.

2. Patient Assessments & Clinical Support

• Assist with patient screenings, assessments, and clinical documentation as needed.
• Upload completed questionnaires, screeners, and assessment forms into the electronic health record (EHR) system.
• Support billing processes related to completed assessments, questionnaires, and screening tools within the EHR system.
• Prepare printed assessment materials and visit documentation for patient visits when needed.
• Conduct in-office TOVA (Test of Variables of Attention) evaluations according to established clinical protocols.
• Ensure accurate documentation and communication of TOVA testing results to providers.
• Assist providers and clinical staff with maintaining accurate patient assessment records and documentation compliance.

3. Laboratory Coordination & Sample Collection

• Order laboratory tests as directed by providers.
• Coordinate laboratory scheduling and specimen pickups with laboratory vendors.
• Collect patient samples following proper clinical and safety procedures.
• Ensure proper labeling, handling, storage, and documentation of laboratory specimens.
• Maintain communication with laboratory partners regarding testing status and results.
• Track outstanding labs and follow up with patients and providers as needed.

4. Care Plan Coordination

• Collaborate with psychiatrists, therapists, nurses, and other healthcare professionals to develop and maintain individualized care plans.
• Educate patients on treatment plans, medication adherence, therapy participation, and follow-up recommendations.
• Monitor patient compliance and assist with barriers to care.

5. Referral & Resource Coordination

• Connect patients with community resources, support groups, specialty providers, and additional wellness services.
• Enter, track, and manage referrals and insurance authorizations.
• Maintain communication with referral sources to ensure continuity of care.

6. Marketing & Referral Source Development

• Conduct outreach and marketing efforts to physician offices, specialty clinics, hospitals, schools, employers, and community organizations to build new referral relationships.
• Maintain ongoing engagement with referral partners through follow-up communication, educational materials, and relationship management.
• Represent the organization professionally during networking opportunities, outreach events, and community engagement activities.
• Collaborate with leadership to identify growth opportunities and expand referral networks across multiple office locations.

7. Insurance & Billing Support

• Assist patients in understanding insurance coverage, benefits, and billing procedures.
• Work collaboratively with billing departments to resolve insurance and payment issues.
• Verify insurance information and support authorization processes when necessary.

8. Information Management

• Maintain accurate, timely, and confidential patient records within the electronic health record (EHR) system.
• Ensure compliance with HIPAA and all healthcare privacy regulations.
• Document patient communications, care coordination activities, referral tracking, laboratory coordination, and assessment results accurately.

9. Front Desk & Administrative Support

• Serve as backup front desk support when the primary front desk coordinator is unavailable.
• Assist with patient check-in/check-out procedures, phone management, scheduling, and patient inquiries.
• Support daily office operations to ensure smooth workflow and patient experience.
• Maintain professionalism and excellent customer service at all times.

10. Healthcare Team Collaboration

• Facilitate communication among all members of the healthcare team to ensure coordinated patient care.
• Provide updates on patient progress, treatment barriers, laboratory results, and care coordination needs.
• Participate in case discussions and interdisciplinary meetings as appropriate.

11. Crisis Intervention

• Recognize and appropriately respond to crisis situations following established protocols.
• Escalate urgent mental health concerns to providers or emergency services when necessary.
• Support patient safety initiatives and emergency response procedures.

12. Continuous Improvement & Professional Development

• Participate in ongoing training related to mental health care, telehealth technologies, patient engagement, laboratory procedures, and healthcare regulations.
• Contribute ideas and feedback to improve care coordination workflows and patient experience.
• Support organizational initiatives focused on quality improvement and patient outcomes.

Qualifications

• Associate’s or Bachelor’s degree in Healthcare Administration, Nursing, Psychology, Social Work, Marketing, or a related field preferred.
• Experience in healthcare coordination, behavioral health, case management, patient services, medical office operations, or laboratory coordination preferred.
• Experience with specimen collection, laboratory coordination, or clinical testing preferred.
• Strong interpersonal, communication, and organizational skills.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Experience with EHR systems and Microsoft Office applications preferred.
• Knowledge of insurance verification, authorizations, and referral management is a plus.
• Marketing, business development, or referral outreach experience preferred.

Skills & Competencies

• Excellent patient communication and customer service skills
• Relationship-building and networking abilities
• Strong attention to detail and organizational skills
• Ability to manage confidential information professionally
• Team collaboration and problem-solving skills
• Comfortable performing patient assessments and specimen collection
• Adaptability and flexibility in supporting clinical and administrative operations
• Compassionate, patient-centered approach to care

Work Environment

• Combination of office-based and community outreach responsibilities.
• May require occasional travel to referral partner offices, community events, or outreach activities.
• Frequent interaction with patients, healthcare providers, laboratory vendors, and referral partners.

Position Impact

The Care Coordinator serves as a key liaison between patients, providers, laboratories, and community partners, helping improve patient outcomes, strengthen continuity of care, support operational efficiency, and contribute to organizational growth through referral development and patient engagement.

Pay: $20.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Mileage reimbursement
• Vision insurance

Work Location: In person

Salary : $20