Patient Administrative Coordinator

Application Deadline: 4 August 2025

Department: Clinical Support

Employment Type: Full Time

Location: Montana

Reporting To: Michelle Martinez

Compensation: $16.00 - $20.00 / hour

Description

Frontier Psychiatry aims to improve the emotional, behavioral, and physical well-being of rural communities by delivering scalable, timely, and evidence-based interventions in psychiatry and addiction medicine. Since its launch in March 2020, Frontier Psychiatry has expanded its telehealth services across the west coast with future plans to expand across additional states. Our long-term goal is to be the solution to the mental health and addiction crisis in rural America, expanding our footprint by two states per year for the next six years.

The Patient Care Assistant is an instrumental member of the clinical support team at Frontier Psychiatry, responsible for scheduling and conducting cognitive assessments, oversight of sample collection through video appointments and process prior authorizations. This position will perform a variety of clerical and administrative tasks including processing medical records requests.  The Patient Care Assistant is essential to ensuring efficient patient care delivery and supporting patients accessing virtual appointments.  This position will work remotely Monday through Friday, 8:00 AM MT time to 5 PM MT time. 

Key Responsibilities

• Initiate outbound phone calls to patients to schedule virtual appointments.
• Coordinate and manage appointments on the PCA schedule which will include rescheduling appointments or following up on patients who No Show appointments. 
• Identify and obtain prior authorizations as needed for cognitive assessment orders. Follow up to ensure prior auth is received prior to the date of the study.
• Administer digital cognitive assessments to patients during scheduled virtual appointments.
• Document assessment encounters accurately in the electronic health record.
• Ensure results are properly routed to the ordering provider.
• Handle incoming, third-party medical records requests from initiation to completion.
• Facilitate patient outreach and obtain release of information (ROI) forms when needed.
• Fax records requests to external organizations and follow up until fulfillment.
• Ensure adherence to state and regulatory HIPAA regulations and guidelines related to medical records.
• Provide basic technical support to patients, assisting them in accessing virtual appointments.
• Perform routine clerical and reception tasks, including answering telephones, taking messages, checking in patients, downloading and uploading test results, sorting and name of various documents and scheduling appointments.
• Facilitate outside orders (Genetic testing, at home drug screens, etc).

Skills, Knowledge and Expertise

• High school diploma or equivalent required; Bachelor's degree preferred. Prior experience in a healthcare setting is preferred.
• Proficiency in computer applications and electronic health record systems.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize tasks effectively.
• Understanding of basic medical terminology.
• Familiarity with electronic health record (EHR) systems.
• Knowledge of HIPAA regulations and patient confidentiality guidelines.
• Excellent communication skills, both verbal and written.
• Strong organizational abilities and attention to detail.
• Ability to multitask and prioritize tasks effectively.
• Capacity to adapt to changing priorities and work environments.
• Ability to provide compassionate and empathetic patient support.
• Capability to learn and navigate new technology and software systems quickly.
• Dedicated Workspace: Maintain a dedicated work space with a door to ensure privacy and focus during work hours.
• Ergonomic Setup: Establish an ergonomic workstation to promote comfortable and healthy posture while working.
• High-Speed Internet: Ensure access to high-speed internet to support efficient communication and task completion.
• Willingness to adhere to remote policies and guidelines set forth by the organization.

Benefits

• 100% Employer-Paid Coverage: Health, dental, vision, and accident insurance to keep you and your loved ones covered. 100% paid premiums paid by Frontier Psychiatry for employee only for health, dental, vision and accident. 
• 401(k) Plan: 50% company match on 6% of retirement contributions to help you build your future.
• Paid Ti