Administrative Coordinator

Job Description

Job Description

We are seeking full time Administrative Coordinators across the state of New Jersey to support our team of Consultation Coordinators in helping patients get into treatment for both Spravato and Transcranial Magnetic Stimulation (TMS). The role of Administrative Coordinator is to work on patient cases as indicated by their Consult Coordinator(s), to be sure that we are making our best effort to allow prospective patients to start treatment quickly.

These opportunities are being considered in the following cities:

1. North Jersey

• Iselin

• Millburn

• Paramus

• Princeton

1. South Jersey

• Cherry Hill

• Freehold

• Forked River

• Turnersville

• Tinton Falls

The role collaborates with various departments throughout the company to be sure that the patient journey is completed as efficiently as possible. As an administrative coordinator, you have an essential role of submitting prior authorizations, verifying insurance benefits for patients, scheduling patients, verifying all of the patient’s documentation is completed and ready for our providers, and above all else, going above and beyond in your daily work to get our patients into treatment.

Benefits package:
-Highly competitive pay range of $24-$30 per hour (based on experience)
-401(k) with company match
-Paid time off
- Medical/Dental/Vision benefits
-Life insurance
-Employee discount

Responsibilities include, but are not limited to:

Patient Journey:

1. Troubleshoot insurance obstacles that may arise which would prevent a patient from being able to start treatment.
2. Submit and follow up on prior authorization requests to insurance companies.
   1. When an authorization is incorrectly denied, filing appeals.
   2. Renew/resubmit authorizations for patients in continuous Spravato care.
3. After the consultation, you are the main point of contact for the prospective patient; and it becomes your responsibility to oversee any administrative work that needs to be completed for them to start treatment.
4. Clear and well-written documentation of all patient communications in the CRM.
5. Must always maintain empathy and respect when communicating with any patient.
6. Ensure that patient cases in the CRM are up to date, and any documentation/information required is uploaded/ entered into the EHR.
7. Maintain clear and consistent communication with your Consult Coordinator’s to be sure that you are aligned with your priorities and are working on the correct cases.

Scheduling:

1. Assist with scheduling both prospective and established patient’s appointments.
2. Notify your supervisor of any availability issues that arise and may make it more difficult to schedule patients.

Administrative & Miscellaneous:

1. Audit Spravato charts as needed.
2. Maintain compliance with REMS, DEA, Medication Log.
3. Make and receive calls to and from prospective and/or current patients.
4. Send and/or review financial plan quotes with patients regarding treatment cost.
5. Maintain office organization and supplies inventory.
6. Fulfill and/or escalate medical record requests.
7. Managing and ordering Spravato inventory.
8. Ensure a clean, safe, and therapeutic environment for daily treatment sessions in your treatment center.

Preferred (but not required) Experience & Qualifications:

1. Bachelor’s degree or Medical Assistance certification / Licensure
2. Experience working in Behavioral Health
3. Experience working with EHR & CRM software
4. Proficiency In Microsoft Office applications
5. Insurance benefit & prior authorization experience
6. Customer Service experience

The ideal candidate:

1. Is organized and detail oriented.
2. Takes pride in their work.
3. Is passionate about mental health, helping people, and making a positive impact on people’s lives.
4. Has strong work ethic with high level of integrity.
5. Has strong problem-solving skills.
6. Demonstrates initiative.
7. Always maintains a "patient first" mentality.
8. Has strong communication skills.
9. Takes ownership of their responsibilities.
10. Has a flexible schedule, and reliable transportation.