Note: The job is a remote job and is open to candidates in USA. CloseKnit Primary Care is seeking a Behavioral Health Operations Coordinator to provide administrative and operational support for behavioral health providers and patients. The role coordinates referrals, appointments, medication refill routing, prior authorizations, patient communications, documentation, and workflow improvement activities.
Responsibilities
- Coordinate new patient referrals and schedule new and follow-up appointments
- Match patients with appropriate providers based on location, licensure, availability, and clinical needs, following established workflows
- Manage cancellations, rescheduling, waitlists, and provider schedule optimization
- Review internal and external referrals, help patients access appropriate services, and coordinate external referrals when services are unavailable internally
- Track referral status and follow up with patients and referral partners promptly
- Receive and route medication refill requests to prescribing clinicians for review and approval; monitor requests through resolution
- Communicate with pharmacies and clinicians about prescription questions within approved administrative workflows
- Initiate, track, and follow up on prior authorization requests; gather required documentation and communicate status with insurers, pharmacies, and providers
- Monitor prescriber inboxes and patient portal messages, routing clinical questions to licensed clinicians
- Support provider schedules, meetings, and administrative workflows
- Serve as an administrative contact for patients; respond to scheduling and operational inquiries with professionalism and compassion
- Document activities accurately in the electronic health record and protect patient confidentiality in accordance with HIPAA and organizational policies
- Participate in quality improvement and workflow enhancement initiatives
- Perform other related duties as assigned
Skills
- Strong organizational, time management, and attention to detail skills, with the ability to manage competing priorities
- Excellent written and verbal communication, patient service, and team collaboration skills
- Knowledge of medical terminology, healthcare operations, and care coordination workflows
- Proficiency with Microsoft Office and healthcare technology platforms
- Ability to use sound judgment, maintain confidentiality, and escalate clinical questions to licensed staff
- High School diploma or GED equivalent required
- At least two years of experience in healthcare administration, behavioral health, psychiatry, medical office operations, or care coordination required
- Experience scheduling patient appointments in an electronic health record required
- Associate degree preferred
- Experience in telehealth or virtual care, supporting behavioral health providers, using athenahealth or a similar EHR, processing medication prior authorizations, or verifying insurance benefits preferred
Benefits
- Virtual work arrangement
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