Position Overview

We are seeking a highly organized, experienced healthcare administrative professional with strong familiarity in psychiatric and medication management workflows. This is a non-clinical role designed to support our psychiatric provider and ensure smooth, compliant, and efficient operations within a fully telehealth group practice.

This position is not a clinical medical assistant role. The ideal candidate has experience navigating psychiatric practice operations, insurance authorization processes, and medication management workflows in an outpatient setting.

Role Purpose

The Psychiatric Administrative Coordinator serves as the operational backbone of medication management services. This role ensures scheduling accuracy, insurance coordination, refill tracking, documentation compliance, and smooth communication between clients, pharmacies, and the prescribing provider.

Core ResponsibilitiesPsychiatric Workflow Coordination

Schedule psychiatric evaluations and medication follow-ups appropriately
Monitor required follow-up intervals, particularly for controlled medications
Track overdue appointments and proactively coordinate rescheduling
Maintain accurate medication management waitlists

Prescription & Refill Workflow (Administrative Only)

Receive and organize refill requests
Confirm required follow-up appointments prior to routing refill requests
Coordinate pharmacy communications (administrative routing only)
Track refill timing patterns and flag early or late requests
Maintain documentation of medication agreements

This role does not provide medical advice, authorize prescriptions, or perform clinical duties.

Insurance & Prior Authorization Management

Verify behavioral health and medication management benefits
Submit and track medication prior authorizations
Communicate insurance coverage, copays, and deductibles clearly to clients
Assist with EAP authorizations if applicable

Reporting & Capacity Monitoring

Monitor provider caseload and appointment utilization
Run monthly productivity and revenue reports
Track no-show patterns and assist with workflow improvements
Flag operational or compliance risks for leadership review

Qualifications

Required:

Minimum 2–3 years experience in healthcare administration
Direct experience supporting psychiatric or medication management services
Familiarity with CPT codes such as 90792, 99213, 99214, and 90833
Experience with insurance verification and medication prior authorizations
Strong organizational and compliance awareness
Proficiency with EHR systems

Preferred:

Experience in telehealth practice settings
Behavioral health billing familiarity
Comfort communicating with pharmacies and insurance representatives

Key Competencies

High attention to detail
Proactive workflow management
Strong written communication
Professional, calm client interaction
Ability to work independently in a remote setting
Strong understanding of psychiatric practice structure

Job Type: Part-time

Pay: $24.57 - $29.59 per hour

Expected hours: 5 – 12 per week

Benefits:

401(k)
Paid time off

Work Location: Remote

Nourish The Heart Counseling

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Behavioral Health Administrative Coordinator