Referral & Scheduling Care Coordinator

Frontier Psychiatry • Billings, MT

18h • $18 - $22 • Onsite

About The Position

The Referral & Scheduling Care Coordinator connects patients to mental health and addiction care by managing incoming referrals, coordinating patient scheduling, supporting provider schedule utilization, and communicating with patients and referring partners. Based in Frontier Psychiatry’s Billings, Montana office, the role works with colleagues across the organization to support a smooth, timely transition from referral to a patient’s first appointment and the operational efficiency of the clinical team.

The coordinator processes referrals, contacts patients and referring providers, schedules appointments, maintains accurate records in the EHR, verifies insurance eligibility, and supports patients as they navigate access to care. The position also collaborates with clinical, operational, and billing teams, assists with administrative and documentation tasks, and contributes to team operations and process improvement. This is a full-time, on-site position.

Requirements

• High school diploma or equivalent.
• Experience working in a medical or healthcare setting.
• Proficiency in Google Workspace.
• Strong organizational skills and attention to detail.
• Ability to work on-site at the Billings, Montana office.
• Ability to manage competing priorities while maintaining timely communication and accurate documentation.
• Ability to adapt to changing operational needs and priorities.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional, patient-centered approach to communication.
• Ability to work independently and collaborate effectively with a team.
• Professionalism, accountability, consistent follow-through, and commitment to accuracy.

Nice To Haves

• Experience with insurance verification and eligibility.
• Familiarity with Electronic Health Record (EHR) systems.
• Previous experience in medical scheduling, referral coordination, or patient registration.
• Positive attitude and willingness to learn, adapt, and contribute to a team environment.

Responsibilities

• Process incoming referrals within established timelines and conduct outreach to patients and referring providers to support timely scheduling and close the referral loop.
• Communicate referral expectations clearly to patients and maintain communication with referring providers throughout the referral process.
• Enter and maintain accurate patient demographic, insurance, and referral information in the EHR; verify insurance eligibility, including telehealth coverage.
• Identify and escalate new referring partners to leadership as appropriate.
• Schedule new patient appointments, follow-ups, reschedules, and transfers of care.
• Manage provider schedules to support full utilization and timely access to care.
• Respond professionally and promptly to inbound calls, voicemails, and patient portal messages.
• Process cancellations, no-shows, and rescheduling workflows in accordance with organizational policies.
• Support pre-visit scheduling and coordination, provider scheduling needs, and follow-up coordination.
• Provide patients with cost estimates and collect copayments when applicable.
• Serve as a key point of contact for patients navigating access to care.
• Collaborate with clinical, operational, and billing teams to support efficient patient workflows.
• Correct registration errors and maintain accurate patient records.
• Manage scheduling and coordination for contracted clinics if assigned; escalate scheduling or access issues to leadership when needed.
• Support daily team operations and contribute to a collaborative in-office work environment.
• Maintain accurate and timely EHR documentation; name and index documents according to organizational standards.
• Complete assigned tasks and reporting requirements efficiently; participate in team meetings, training, and process improvement initiatives.
• Maintain confidentiality and follow organizational policies and procedures.

Benefits

• 120 hours of paid vacation.
• 40 hours of paid sick time.
• Birthday off with pay.
• 9.5 paid holidays.
• 401(k) with company match.
• 100% employer-paid employee-only premiums for medical, dental, vision, and accidental insurance.
• HSA plan option.
• Stock options.
• Company-provided equipment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED