Behavioral Health Patient Coordinator (Charting)

Our client is seeking a reliable, empathetic, and highly organized Behavioral Health Patient Coordinator to support patient communication, scheduling, insurance workflows, clinical documentation and charting , and front desk coordination for a growing behavioral health practice.

This role is essential to helping the practice maintain smooth day-to-day operations, improve patient responsiveness, maintain accurate patient records, and reduce administrative workload for the internal team. The practice supports a high volume of patients across multiple providers and needs someone who can provide dependable patient and administrative support while maintaining professionalism, empathy, accuracy, and consistency.

As the Behavioral Health Patient Coordinator, you will primarily focus on phone call management, appointment scheduling, insurance verification, prior authorizations, patient coordination, and clinical documentation workflows . You will also assist with charting, referral processing, administrative billing support, and medication refill coordination as needed.

The ideal candidate has prior healthcare administrative experience—preferably within mental health or behavioral health —and is comfortable managing frequent patient communication while maintaining accurate clinical and administrative documentation. Previous experience with clinical charting, patient records, or EHR documentation is highly preferred.

Strong reliability, accountability, attention to detail, and professionalism are critical. This is an excellent opportunity for someone who enjoys patient interaction, thrives in a fast-paced healthcare environment, and takes pride in supporting both an excellent patient experience and accurate clinical operations.

Scope of Work / Responsibilities

Patient Communication & Front Desk Coordination

• Answer inbound patient calls and assist with patient inquiries
• Provide appointment reminders and scheduling support
• Communicate professionally and empathetically with patients
• Help reduce missed calls and improve patient responsiveness
• Document relevant patient communications accurately within the appropriate system

Clinical Documentation & Charting

• Assist with clinical documentation and patient charting within the EHR
• Update and maintain accurate patient records and documentation
• Document relevant patient interactions, communications, and follow-up information
• Support providers with documentation-related administrative tasks as assigned
• Review documentation for completeness and accuracy
• Maintain organized clinical records while following established workflows
• Handle patient information with strict attention to confidentiality and HIPAA requirements

Insurance Verification & Prior Authorizations

• Verify insurance eligibility and benefits through Availity and payer portals
• Assist with prior authorization workflows and insurance follow-up
• Support insurance-related administrative coordination
• Accurately document insurance and authorization information

Scheduling & Referral Coordination

• Manage appointment scheduling and calendar coordination
• Assist with referral processing during downtime
• Support in-house scheduling and patient follow-up workflows
• Maintain accurate scheduling and referral documentation

Billing & Administrative Support

• Assist with administrative billing-related tasks
• Support medication refill coordination when needed
• Maintain organized documentation and communication workflows
• Assist with additional administrative responsibilities as practice needs evolve

Top 3 Priorities

1. Patient Communication & Phone Call Management

Provide timely, professional, and empathetic communication while helping reduce missed calls and improve patient responsiveness.

2. Insurance Verification & Prior Authorizations

Ensure accurate insurance verification and support efficient authorization workflows to maintain smooth patient care coordination.

3. Scheduling, Clinical Documentation & Administrative Coordination

Support appointment scheduling, clinical charting and documentation , referral processing, and other administrative workflows while ensuring patient information remains accurate, organized, and up to date.

Requirements

Required Skills & Experience

• Previous experience in a healthcare administrative, patient coordination, or behavioral health support role
• Experience handling patient communication, scheduling, insurance verification, and administrative workflows
• Strong reliability and consistent attendance
• Professional, empathetic, and patient-focused communication skills
• Ability to multitask and manage a high administrative volume efficiently
• Comfortable working independently with minimal supervision
• Strong organizational skills and exceptional attention to detail
• Ability to communicate clearly and professionally with patients and providers
• Comfortable handling sensitive patient information and maintaining confidentiality

Preferred Experience

The following experience is highly preferred:

• Mental health or behavioral health practice experience
• Clinical documentation and charting experience
• Experience entering, updating, and maintaining patient information within an EHR/EMR
• Experience documenting patient communications, clinical information, and provider-directed notes
• Familiarity with behavioral health terminology and documentation workflows
• Patient scheduling and front desk coordination
• Insurance eligibility and benefits verification
• Prior authorization processing
• Referral coordination
• Medication refill coordination
• Experience supporting multiple healthcare providers in a busy practice
• Previous experience working with a U.S.-based healthcare organization

Systems & Tools Experience

Experience with the following systems is strongly preferred:

• Practice Fusion – EHR, patient records, and clinical documentation/charting
• Availity – Insurance eligibility and benefits verification
• RingCentral – Patient calls and communication
• Microsoft Teams – Internal communication and collaboration

Candidates with experience using comparable EHR/EMR, insurance, communication, or healthcare platforms are also encouraged to apply.

Ideal Candidate Profile

The ideal candidate is:

• Reliable, accountable, and dependable
• Experienced with healthcare documentation and patient records
• Accurate and detail-oriented when completing charting or documentation
• Calm and professional under pressure
• Empathetic and patient-focused
• Highly organized
• Proactive and solutions-oriented
• Comfortable working in a fast-paced healthcare environment
• Able to communicate naturally and professionally with patients and staff
• Capable of balancing patient-facing responsibilities with documentation and administrative work
• Respectful of patient confidentiality and HIPAA requirements

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps ).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.