Medical Practice Growth, Patient Access & Provider Outreach Specialist

Job Description

Job Description

Medical Practice Growth, Patient Access & Provider Outreach Specialist

Interventional Psychiatry | Exeter & Bedford, NH

About the Role

We are looking for a highly motivated Medical Practice Growth, Patient Access & Provider Outreach Specialist to help prospective patients access care and to strengthen referral relationships with local providers, practices, and community partners.

This is a growth-focused, patient-facing role for someone who is comfortable with phone-based follow-up, relationship-building, referral outreach, and consultative healthcare communication. The right person will be able to speak with patients and families compassionately while also developing professional referral relationships that help more patients find the right level of care.

Our clinics provide innovative and comprehensive mental health treatments, including general psychiatry, Transcranial Magnetic Stimulation (TMS), Spravato, ketamine treatment, and women's mental health services such as hormone replacement therapy, menopause support, and postpartum depression treatment.

Many patients who contact us are overwhelmed, unsure what treatment they need, or frustrated by the healthcare system. Your job is to guide them with clarity, empathy, and persistence. You will also help referring providers understand our services, know which patients may be appropriate, and feel confident sending patients to our practice.

This is not a passive front-desk position. We are looking for someone who enjoys outreach, follows up consistently, builds trust quickly, and can balance patient care with measurable practice growth goals.

Location and Schedule

This position will support both our Exeter and Bedford, NH locations. The primary location is Exeter, but the ability to work from Bedford as needed is required.

Typical hours are Monday through Friday, approximately 9:00 AM to 5:30 PM, with some flexibility based on patient inquiry patterns, outreach activity, and clinic needs.

What You'll Do

Serve as the first point of contact for prospective patients

· Respond quickly and professionally to inbound calls, web inquiries, referrals, and patient interest forms

· Make outbound calls to prospective patients who have requested information or expressed interest in care

· Build rapport with patients and families who may be anxious, uncertain, or frustrated

· Explain our services, including interventional psychiatry, TMS, Spravato, ketamine treatment, women's mental health services, and general psychiatry, in clear and accessible language

· Help patients understand the next step in the process and remove barriers to scheduling

· Maintain consistent follow-up with prospective patients who are considering treatment

Own the intake and conversion process

· Guide prospective patients from initial inquiry through scheduled consultation or appointment

· Ask appropriate screening questions and gather relevant clinical, logistical, insurance, and referral information

· Identify patient needs and match them with the appropriate service or provider pathway

· Track leads, follow-up activity, scheduling status, referral source, and outcomes in our CRM and EHR systems

· Keep detailed, accurate documentation of all patient and referral-source interactions

· Monitor intake bottlenecks and help improve the patient journey from inquiry to first visit

Build provider referral relationships and support provider outreach

· Identify and maintain a targeted list of referral sources, including primary care offices, therapists, psychiatrists, OB/GYN practices, neurology offices, pain practices, hospital discharge planners, college counseling centers, and other community partners

· Conduct professional outreach to provider offices by phone, email, fax, mailings, and in-person visits when appropriate

· Introduce the practice, explain available services, and help referral sources understand which patients may be appropriate for general psychiatry, TMS, Spravato, ketamine treatment, and women's mental health services

· Develop relationships with referral coordinators, practice managers, clinicians, and administrative staff who influence referral flow

· Follow up with referral sources after outreach, track next steps, and maintain a consistent cadence of relationship-building activity

· Coordinate lunch-and-learns, introductory meetings, provider visits, and educational outreach opportunities as directed by leadership

· Ensure referred patients are contacted promptly and handled professionally, then close the communication loop with referring offices when appropriate and permitted

· Track referral volume, referral source activity, outreach attempts, scheduled meetings, and conversion trends

· Share market feedback with leadership, including common referral barriers, competitor activity, service-line opportunities, and provider questions

Support insurance and access to care

· Collect insurance information and verify benefits when appropriate

· Help patients understand, in plain language, what their coverage may include

· Explain basic concepts such as deductibles, copays, prior authorization, in-network vs. out-of-network coverage, and self-pay options

· Coordinate with billing, operations, and clinical leadership on complex insurance or authorization issues

· Help patients understand financial and logistical next steps without overpromising coverage or outcomes

Support smooth clinic operations

· Coordinate scheduling with providers and clinical staff

· Communicate patient needs, scheduling constraints, referral updates, and intake status clearly to the team

· Help troubleshoot scheduling conflicts and patient access issues

· Follow HIPAA standards and confidentiality requirements at all times

· Participate in improving workflows for intake, outreach, insurance verification, referral tracking, and handoffs

Who You Are

You may be a strong fit for this role if you:

· Have experience in sales, behavioral health outreach, medical practice growth, referral development, specialty practice sales, pharmaceutical sales, medical device sales, or patient care coordination

· Enjoy being on the phone and are comfortable making outbound calls to both patients and provider offices

· Can walk into or call a medical office professionally and build credibility with referral coordinators, office managers, and clinicians

· Know how to follow up consistently without being pushy

· Can explain healthcare services in a way that feels clear, reassuring, and trustworthy

· Are organized, detail-oriented, and able to manage a pipeline of prospective patients and referral relationships

· Understand that speed, empathy, persistence, and professionalism matter when patients are seeking mental health care

· Are comfortable working in a small to medium-sized healthcare practice where everyone helps solve problems

· Can balance patient care, administrative accuracy, provider outreach, and growth goals

Skills and Qualifications

Required:

· Prior experience in sales, customer service, account management, business development, admissions, intake, or another role requiring strong communication, follow-up, and relationship-building skills. Healthcare experience is preferred, but we are willing to train the right sales-oriented candidate who is motivated to learn our services and patient access process.

· Ability to build trust quickly with patients, families, and referring provider offices

· Strong organizational skills and attention to detail

· Comfort using CRM systems, EHR systems, scheduling software, and Microsoft Office

· Ability to document accurately and manage multiple patient inquiries, referral sources, and outreach tasks at once

· Commitment to patient confidentiality and HIPAA compliance

What Success Looks Like

Success in this role means prospective patients feel heard, informed, and supported from the first contact. Inquiries are followed up on quickly, documentation is accurate, appointments are scheduled efficiently, and leadership has clear visibility into the intake pipeline.

Success also means referral sources are being contacted consistently, provider relationships are growing, referred patients are handled well, and referral trends are tracked clearly. You will be a key part of helping patients access care while supporting the continued growth of our practices.

Reports To

Director of Operations

Location

Exeter and Bedford, NH

Primary location: Exeter, NH

Must be able to work from the Bedford, NH location as needed.

About This Job Description

This job description is intended to describe the general responsibilities and requirements of the position. It is not an exhaustive list of all duties, responsibilities, or requirements. Responsibilities may evolve based on clinic needs.