Responsibilities

• Patient Communication & Scheduling: Answer incoming telephone calls professionally, compassionately, and efficiently; Schedule new and established patients for psychiatric, therapy, and medical appointments; Respond promptly to patient inquiries, voicemails, and appointment requests; Coordinate incoming referrals and follow up with prospective patients; Ensure accurate documentation of patient requests and telephone conversations; Provide clear, factual communication to clinical providers without making assumptions or offering medical advice; Explain practice services, appointment procedures, and general scheduling policies; Assist with appointment confirmations and patient registration; Maintain strict patient confidentiality and comply with HIPAA requirements; Escalate clinical questions and urgent patient concerns to appropriate licensed staff.
• Marketing & Community Outreach: Assist with outreach initiatives for Renew Psychiatry Services and Mindful Weigh; Contact primary care practices, therapists, urgent care centers, and other community referral sources; Distribute approved marketing and referral materials by email, fax, or other authorized methods; Maintain and update referral contact lists and outreach tracking spreadsheets; Follow up with referral offices to build professional relationships; Assist with scheduling and coordinating community outreach activities; Support approved website, social media, and digital marketing projects as assigned; Track referral inquiries, appointment conversions, and outreach outcomes; Identify opportunities to improve the patient referral and scheduling process.

Requirements

• Previous medical office, healthcare reception, patient scheduling, or comparable patient-facing customer service experience.
• Excellent verbal and written communication skills.
• Ability to communicate patient requests accurately and objectively.
• Strong telephone etiquette and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple responsibilities independently.
• Proficiency with computers, email, Microsoft Office, and basic data entry.
• Ability to maintain appropriate professional boundaries and confidentiality.
• Dependability, punctuality, and a patient-centered attitude.

Preferred

• Experience in a psychiatric, behavioral-health, primary-care, or specialty medical practice.
• Familiarity with electronic health records and appointment scheduling software.
• Experience managing healthcare referrals and coordinating new-patient intake.
• Knowledge of insurance verification and medical office workflows.
• Experience with community outreach, referral development, social media, or healthcare marketing.
• Familiarity with Canva, spreadsheets, or contact management systems.