Referral & Scheduling Care Coordinator

Application Deadline: 29 August 2025

Department: Operations

Location: Montana

Compensation: $18.13 - $22.07 / hour

Description

Frontier Psychiatry aims to improve the emotional, behavioral, and physical well-being of rural communities by delivering scalable, timely, and evidence-based interventions in psychiatry and addiction medicine. Since its launch in March 2020, Frontier Psychiatry has expanded its telehealth services across Montana, Idaho, and Alaska. Our long-term goal is to be the solution to the mental health and addiction crisis in rural America, expanding our footprint by two states per year for the next six years.

The Referral & Scheduling Care Coordinator (RSCC) is an instrumental member of the operations team at Frontier Psychiatry, responsible for overseeing a range of administrative functions related to patient referral management and scheduling. This position plays a pivotal role in facilitating access to quality psychiatric and addiction care for underserved communities. In addition to managing referrals and clinician schedules, the RSCC also performs reporting tasks and undertakes additional projects as requested by their supervisor.

This role is based out of our Billings, Montana office, requiring a hybrid work model. The position will work on-site 2-3 days per week at our main office, with the flexibility to work remotely for the remainder of the week.

Key Responsibilities

Referral Management:

• Process all incoming referral faxes within three business days.
• Follow up on pending referrals, making at least three attempts to contact patients and closing the referral loop by notifying referring providers.
• Manage patient referrals, including discussing details and expectations with patients, verifying insurance eligibility, and maintaining communication with referring providers.
• Adhere to no-show and dismissal policies for patients which includes sending certified letters and/or secure emails to non-adherent patients.
• Discuss referral details and expectations with patients.
• Manage referral lists and schedule patients with appropriate providers.
• Enter complete and accurate patient demographics and insurance information into the EHR.
• Ensure patients insurance is valid and active and covers telehealth services via performing insurance eligibility checks.
• Maintain communication with referring providers throughout the referral process.
• Register patients via abstracting information from incoming referral documents. Utilizing all resources to obtain additional information if and when needed.
• Notify Lead RSCC of new referring facilities and/or providers to be added to the EHR.

Patient Scheduling:

• Schedule new patient appointments, follow-ups, and other necessary pre-visit appointments.
• Answer phone calls and process voicemails, portal messages, and inquiries in a timely manner.
• Ensure provider schedules are fully utilized and assist with follow-up scheduling needs.
• Manage cancellations, reschedules, and no-shows, and correct registration errors as assigned.
• Assist with completing tasks that have been emailed to the scheduling email group.
• Process patient portal messages and inquiries.
• Maintain accurate patient records in the EHR.
• Manage provider schedules, ensuring full utilization.
• Assist providers with follow-up scheduling and other scheduling needs as required.
• Collect copayments and/or outstanding balances when prompted.
• Promptly correct registration errors as assigned by the billing department.
• Provide patients with cost estimates for services per policy.
• Fulfill daily assigned duties promptly and efficiently.

Administrative Support:

• Attend and actively participate in team meetings.
• Handle contract clinic scheduling and act as the primary contact for contracted clinics, scheduling patients within specified timeframes.
• Complete daily administrative tasks efficiently and ensure compliance with organizational policies.

Contract Clinic Scheduling:

• Act as the primary contact for contracted clinics, if and when assigned.
• Schedule patients for clinics within specified contract timeframes (e.g., 30 days, 7 days).
• Alert the Lead RSCC when obligations cannot be met or issues arise.
• Serve as the primary point person and answer or delegate questions as needed.
  
  
  

Skills, Knowledge and Expertise

Education & Experience:

• High school diploma or equivalent required.
• Experience in the medical field and knowledge of insurance and eligibility is preferred.
• Experience working with Electronic Health Record (EHR) systems is a plus.

Key Competencies:

• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills to handle patient interactions with empathy and professionalism.
• Ability to manage multiple tasks in a fast-paced environment and prioritize effectively.
• A collaborative mindset with the ability to work both independently and within a team.
  
  

Benefits

• 100% Employer-Paid Coverage: Health, dental, vision, and accident insurance to keep you and your loved ones covered. 100% paid premiums paid by Frontier Psychiatry for employee only for health, dental, vision and accident.
• 401(k) Plan: 50% company match on 6% of retirement contributions to help you build your future.
• Paid Time Off: Generous PTO to unwind and recharge. 120 hours of paid vacation annually. 40 hours of paid sick leave or according to your state law.
• Birthday Off: Celebrate your special day with a paid day off. (Any day in the month of your birthday)
• Paid Holidays & Sick Time: 9 paid holidays and sick time for a healthy work-life balance. Bereavement Leave.
• Remote Work: Work from the comfort of your home with our flexible remote work policy. No On-Call, Nights, or Weekends
• Stock Options: Be part of our growth with company stock options.
• Employee Reward Program: Receive recognition through our employee reward program.
• Health Savings Account (HSA): Tax-advantaged savings for medical expenses, providing long-term financial flexibility.
• Flexible Spending Accounts (FSA): Pre-tax accounts for eligible health or dependent care expenses.
• Supportive Culture: We foster an environment of collaboration, innovation, and continuous learning, making sure every team member feels valued and heard.
• Career Growth & Development: On-demand self-paced courses and training.
• Annual Retreat: A company-sponsored event for professional development, team building, and networking.
• Company Provided Equipment: Frontier Psychiatry shall provide all IT equipment necessary for job related duties.