Patient Care Coordinator

Job Summary:

The Patient Care Specialist plays a key role in ensuring the smooth daily operation of the practice by supporting both administrative and clinical functions. This position requires adaptability, professionalism, and strong attention to detail. 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. Patient Care Specialists are cross-trained and expected to work seamlessly across departments to ensure patients receive timely, coordinated, and compassionate care.

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.
• If any team member is absent, all functions of the practice are unaffected and operate efficiently.
• 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 60 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.

Additional Information

• Candidates that do not answer all 3 screening questions will not be reviewed.
• Our team values clear communication and attention to detail. If you’ve read this far, please include the word “focus” somewhere in your application so we know you value the same.
• Previous experience in behavioral health or a private practice is not required.
• We will provide the training to give you the skills you need to succeed with us.
• This position is in-office, and we’re looking for candidates who live within about 30 minutes of Stamford, CT for an easy daily commute.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• What is missing from your current or most recent job?
• What is the #1 thing that a company can do for you?
• What motivates you to do your best work each day?

Work Location: In person

Salary : $20