Patient Care Coordinator

Who we are: Rocky Mountain Mind and Body is a forward-thinking specialty psychiatric practice specializing in innovative mental health treatments, including psychiatric medication management and Ket*mine Therapy for mood and chronic pain. As a family-owned, boutique-style clinic, we provide highly personalized, patient-centered care to enhance quality of life and well-being. Our values emphasize building strong, supportive relationships among our patients, their families and caregivers, our referring healthcare partners, and our dedicated team members. We blend clinical expertise, patient advocacy, and thoughtful education to connect with and serve our community in meaningful ways.

Position Summary. As the Patient Care Coordinator, you will engage directly with our patients and be a face for our clinic and the first contact with all patients. You will be responsible for greeting patients, answering phones, updating patient files, scheduling, intake and referral process, insurance verification, and providing support to medical staff. We are seeking open-minded accepting individuals with a warm and welcoming attitude, excellent interpersonal and verbal skills, strong communication skills, the ability to multi-task, and the ability to work independently. You must be reliable/dependable and be able to adhere to and follow stringent patient privacy laws and rules. You must like to speak to people of all backgrounds. Answering the phones is a major measurable objective of this position.

Key Responsibilities

This position is full-time. Clinic hours are Monday through Friday 8:00am-5:00pm.

Responsibilities

• Open the clinic and get it ready for the daily patient treatment schedule
• Greet and check-in patients
• Answer the practice phones, check voice mail, texts, emails, and respond to patients
• Schedule appointments and manage the appointment calendar and follow-ups
• Collect payments and provide superbills as requested
• Answer questions and directing patients, support, and healthcare providers through the consultation, intake, registration, referral, and scheduling process
• Monitor and manage referral process, statuses, and follow up to ensure timely appointment scheduling and treatment initiation
• Maintain accurate patient and referral information in the electronic health records (EHR) system, and maintain up-to-date records.
• Assist with patient registration and update patient records
• Process patient requests for prescription refills in accordance with clinic protocols and regulatory requirements.
• Communicate with prescribing providers to ensure timely approval of refills.
• Perform data entry tasks and maintain accurate records in the computer system
• Manage incoming and outgoing mail, faxes, and emails
• Maintain cleanliness and organization of the front desk and waiting room area
• navigate an EHR (training is provided)
• Communicate all schedules, changes, consultation requests, etc to clinic staff
• Monitor and add all Headway and Psychology today patients to SimplePractice and follow up with phone call, text, and email to make initial contact
• Verify all required patient documents are completed for upcoming appointments
• Perform callbacks to past patients for follow-up and ensure a positive patient experience
• Perform clerical duties such as faxing, and scanning documentation
• Monitor EHR and answer messages from the patient portal
• Maintain a neat and clean work environment and professional appearance and adhere to relevant health and safety procedures
• Work with clinical team to ensure every patient has a positive experience during their visit
• Adhere to all PHI/HIPAA/OSHA regulations.
• Agrees to wear appropriate PPE as needed
• Adhere to and follow all clinic infection protocols
• Other clinic and administrative duties and responsibilities as assigned

 Working Relationships:

This role will interact with patients, patient family members, healthcare providers, and other clinic staff on a regular basis

Knowledge, Skills, Abilities and Other Qualifications:

 High School Diploma or equivalency (GED) required

• Experience in Medical office - 2 years required
• Must be reliable and open minded to our patient population. We require the utmost respect and privacy for all our patients and staff.
• Must Be LGTBQ and BIPOC friendly and inclusive
• Must possess clear, consistent written and oral communication skills, professional telephone etiquette,
• Understanding of mental health and insurance verification (preferred)
• Ability to multi-task and work well under pressure.
•  Knowledge of electronic medical records required.
•  Proficient using Google Suite and Microsoft office software
• Ability to follow PHI, Infection controls, HIPAA regulations required
• Previous medical scheduling experience required.
• Strong communication skills required
• Strong computer skills are required.
• Compassion and empathy for our patients is a MUST
• Superior customer service skills required
• Plans and carries out responsibilities with minimal direction and maximum accountability
• Strong organizational skills, integrity, empathy, and professionalism
• Professional appearance (business casual) required 
• Must have reliable transportation and be able to be on-time for daily shifts

EMPLOYMENT REQUIREMENTS:

• Employment at Rocky Mountain Mind and Body is contingent on the successful completion of pre-employment background check, drug screen, and reference check.
• You must have reliable transportation

Working Conditions

• Clinic-based position- in person
• Ability to sit or stand for extended periods
• Must be able to lift 50 pounds to assist clinic staff with patients into wheelchairs as needed

Pre-Employment Requirements:

 Background check and non-federal drug test (excluding marijuana)

• Proof of COVID-19 vaccination
• Flu and COVID-19 vaccination required for ongoing employment.

Compensation & Benefits

 Starting base wage: $23.50/hour with performance review and raise after successfully working 90 days.

• Paid Time Off accruing at 0.065/hour worked up to 4 weeks first year of employment
• 6 paid holidays (New Year’s, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas)
• Monthly cash benefits stipend ($1800/1st yr)
• Monthly health insurance reimbursement stipend ($5400/1st yr)
• Annual continuing education/professional development reimbursement $500(1t yr)
• Colorado Secure Savings IRA

Application Instructions: For consideration, please submit a cover letter detailing why you are an ideal fit for this position along with your current CV. Learn more about our mission and services at https://rockymountainmindandbody.com/

Equal Employment Opportunity Rocky Mountain Mind and Body LLC is an equal opportunity employer. We welcome and respect all individuals regardless of race, color, religion, age, sex, national origin, disability status, genetics, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable laws.

Rocky Mountain Mind and Body, one of Colorado's boutique psychiatric clinics offering integrative psychiatric services along with specializing IV Ketamine infusion therapy for mood and chronic pain, vitamin and supplement therapies, and group Ketamine therapy.

With over 17,000 successful infusions completed, we are deeply committed to enhancing the quality of life for our patients through innovative treatments. Our mission is to educate and provide exceptional care tailored to each individual's unique needs.