Clinical Administrative Coordinator

Job Description

Job Description

Integrity Behavioral Health is seeking a highly organized and reliable Clinical Administrative Coordinator / Front Desk team member to support daily operations across admissions, front desk, billing coordination, referrals, and psychiatric services.

This position is not a clinical provider role. The employee will provide administrative and coordination support to the psychiatrist, psychiatric team, admissions department, billing department, and general clinical operations. The ideal candidate must be detail-oriented, professional, comfortable with EHR systems, and able to manage multiple tasks in a behavioral health setting.

Key Responsibilities

Support the psychiatrist and psychiatric team with administrative coordination before, during, and after psychiatric evaluations and medication management appointments.

Organize psychiatric consultations by confirming appointments, reviewing patient readiness, checking consent status, verifying required documents, and ensuring the chart is prepared before the provider sees the patient.

Upload and enter appropriate administrative notes, contact notes, appointment updates, and coordination notes into the EHR in a timely and accurate manner.

Review psychiatric appointment requests, medication management requests, refill-related communications, pharmacy messages, and service inquiries, and route them appropriately according to internal procedures.

Assist with e-prescription coordination, including pharmacy communication, refill request tracking, medication-related messages, and follow-up with the prescribing provider when needed.

Manage CoverMyMeds tasks, including prior authorization support, insurance/pharmacy follow-up, status checks, and documentation of outcomes in the EHR.

Help coordinate psychiatric evaluations, annual reassessments, medication management follow-ups, and provider schedule updates.

Receive and review referrals for accuracy, completeness, legibility, demographic information, insurance information, and service appropriateness before routing them to admissions, billing, or clinical staff.

Work closely with the admissions team to support intake coordination, consent follow-up, demographic verification, parent/guardian communication, and service initiation.

Work closely with the billing team by helping verify that demographic, insurance, appointment, authorization, and service information is complete and properly documented before services are processed.

Provide front desk and reception support, including answering calls, greeting patients, managing patient flow, responding to service inquiries, and directing patients or families to the appropriate staff member.

Communicate professionally with patients, parents, guardians, referral sources, pharmacies, insurance representatives, providers, and internal team members.

Support non-psychiatric departments as needed, including therapy services, intake coordination, administrative follow-up, and general office operations.

Maintain accurate and organized documentation in the EHR, including communication attempts, appointment status, referral status, consent status, and coordination updates.

Protect patient confidentiality at all times and follow HIPAA, behavioral health documentation standards, and internal policies and procedures.

Requirements

The candidate must have perfect, professional-level English , with full mastery of speaking, writing, reading, and understanding in a clinical and administrative setting. Excellent grammar, clear pronunciation, and the ability to communicate formally and accurately in English are required. The candidate must also be fluent in Spanish. Both languages are necessary for this position, but perfect English proficiency is mandatory.

Experience in a medical office, behavioral health office, psychiatric office, front desk, admissions, or healthcare administrative role preferred.

Strong knowledge of EHR use, appointment coordination, patient communication, referral processing, and administrative documentation.

Experience with psychiatric office workflows, e-prescriptions, medication refill requests, CoverMyMeds, or prior authorizations is strongly preferred.

Ability to organize provider schedules, manage multiple patient requests, and follow internal procedures carefully.

Strong written and verbal communication skills.

Bilingual English/Spanish preferred.

Must be punctual, responsible, detail-oriented, professional, and able to work respectfully with patients, families, providers, and staff.

Schedule and Location

This is an in-person position at Integrity Behavioral Health in Miami Gardens, Florida. The role requires strong attendance, professional presentation, confidentiality, teamwork, and the ability to function in a fast-paced behavioral health environmen