Medical Administrative Coordinator

Medical Administrative Coordinator

ABOUT NBCG Neurobehavioral Center for Growth (NBCG) is a fast-growing, multi-location behavioral health practice in Utah with offices in Salt Lake City, Bountiful, South Ogden, and Ogden. We offer a comprehensive suite of services including psychiatry, medication management, TMS, Spravato/esketamine, ketamine therapy, ABA therapy, neuropsychological testing, and speech therapy. Our mission is to deliver exceptional, accessible care and we're building the systems and team to do it at scale.

THE ROLE We're looking for a sharp, organized Medical Administrative Coordinator to serve as a key operational hub across our clinical and administrative teams. This role blends provider scheduling, patient coordination, medical administration, and billing support making it ideal for someone who thrives in a fast-paced healthcare environment and wants to grow beyond a traditional admin role. You'll work directly with clinical and operations leadership to keep provider schedules optimized, ensure smooth patient intake and follow-through, support billing and prior authorization workflows, and help us build smarter, more efficient processes. We're actively investing in AI and automation tools this role will evolve alongside that infrastructure and offers real opportunity for someone who wants to grow beyond traditional administrative work.

WHAT YOU'LL DO

• Scheduling & Patient Coordination
• Manage and optimize provider schedules across multiple locations, including new patient intake, follow-ups, and specialty service appointments
• Coordinate patient communications appointment reminders, intake paperwork, referral follow-up, and care transitions
• Support front-office staff and clinical teams on documentation and workflow requirements
• Verify patient insurance eligibility and benefits prior to appointments
• Medical Administration
• Serve as a point of contact for operational and administrative needs across locations
• Maintain accurate records in AdvancedMD (our EHR/PM system) and ensure data integrity
• Assist with onboarding documentation, policy compliance, and internal coordination as needed
• Stay current on payer policy changes and CPT code updates affecting behavioral health
• Billing & Prior Authorization Support
• Manage prior authorization workflows for psychiatric medication management, including E&M codes (9921299215), add-on psychotherapy codes (90833), and specialty services
• Submit, track, and appeal insurance claims across commercial payers, Medicare, Medicaid, and Utah-specific plans (BCBS, SelectHealth, EMI Health, Molina, etc.)
• Own denial management identify root causes, write appeals, and track resolution rates
• Support specialty service billing including Spravato/esketamine REMS documentation and TMS prior authorization workflows
• Identify patterns in denials, underpayments, and payer behavior and surface them to leadership with recommendations
• Participate in building and QA-ing automated billing workflows as we expand our Keragon + AI automation infrastructure

WHAT WE'RE LOOKING FOR

Required

• 2+ years of experience in a medical administrative, billing, or healthcare operations role
• Comfortable managing both patient-facing coordination and back-office billing/admin tasks
• Working knowledge of psychiatric CPT codes, E&M documentation requirements, and behavioral health billing
• Experience navigating multi-payer environments including commercial insurance, Medicare, and Medicaid
• Strong written and verbal communication skills
• Organized, deadline-driven, and able to manage a high volume of concurrent tasks
• Proficiency with EHR/practice management systems (AdvancedMD experience a plus)

Strongly Preferred

• Experience with specialty behavioral health billing TMS, Spravato/esketamine, or ketamine therapy
• Familiarity with Utah payer landscape (SelectHealth, EMI Health, BCBS of Utah, Molina Medicaid)
• Experience with prior authorization workflows post-Cigna/Evernorth policy changes for TMS (March 2026)
• Comfort with or curiosity about automation tools, AI-assisted workflows, or healthcare technology
• CPC, CPMA, or CBCS certification (or in progress)

COMPENSATION & BENEFITS

$22$28/hour depending on experience (full-time, 40 hrs/week)

Opportunities for advancement as we scale this role is expected to grow into a lead or supervisory function within 1218 months

Work alongside a leadership team actively investing in AI, automation, and building one of the most operationally sophisticated behavioral health practices in Utah

Full-time employees working more than 30 hours per week are eligible for our benefits package after an eligibility and probationary period.

Benefits and Other Offerings (Dependent on full or part time status):

• Health Insurance, Vision Insurance, Dental Insurance, Short Term Disability Insurance
• Retirement Planning: Before Tax & Roth 401k 3% Match, Vested 100% after 6yrs of employment
• Life Insurance: $25,000 covered completely by NBCG, with additional optional coverage available.
• Education: Capella University Discount: 50% off your first 12-week session, 10% tuition discount on all subsequent sessions
• Paid Time Off & Holiday Pay: 10 paid holidays for full-time employees, 5 paid holidays for part-time employees. Additional PTO increasing yearly starting with 2 weeks.
• Parental Leave: Up to 6 Weeks Paid Leave for full-time employees after 12 months of service.
• Professional Liability Insurance: Covered by NBCG 1mil/3mil limits.

WHY NBCG

We're not a typical behavioral health clinic. We're building systems, investing in technology, and growing quickly across multiple service lines. If you want a billing role where you can make a real impact, see your work directly improve outcomes, and grow your skills into the future of healthcare operations this is the place.

* At Neurobehavioral Center for Growth (NBCG), we believe that diversity improves our community. We welcome all qualified candidates regardless of gender identity and expression, sexual orientation, ancestry, religion, national origin, age, ethnic identity, and any other status protected by law. From our staff, to our candidates, to our clientele- we are committed to acceptance and equitable treatment.