New Patient Specialist

LGTC Group; San Jose (CA); Hybrid; USD 44,000 - 50,000; Full time

Job summary

LGTC Group in the San Francisco Bay Area is seeking an Outpatient Psychotherapy Specialist to support the Admissions Team and guide clients through the intake process. This role requires daily communication with clients and referral sources and proficiency with MS Office, EHR, and CRM systems.

You will schedule assessments, coordinate admissions, and help clinical staff with paperwork while maintaining high service standards in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• Must possess good follow-up and personal skills
• Demonstrates competency in reacting to and handling emergencies
• Excellent written and oral communication skills
• Ability to effectively communicate with people at all educational levels and from various diverse backgrounds
• Able to maintain a positive working relationship with all staff, physicians, and clinical personnel
• Ability to work both independently and as a reliable team member
• Commitment to excellence and high standards
• Strong organizational, problem-solving, and analytical skills
• Ability to manage priorities and fluctuating workflow with an ability to multi-task
• Working knowledge of office equipment; may include printers, scanners, fax machines
• Proficiency in MS Office, MS Excel, MS PowerPoint, and additional business and healthcare related platforms

Responsibilities

• Daily ongoing communication via phone, email, and fax with clients and referral sources
• Input and Organize Data, maintaining both physical and electronic filing systems.
• Follow up with completion of client registration, including processing new registrations, signing of intake forms such as ROI, Consent for Tx, required Clinical Scales on EHR and Clinicom, assist clinical staff with correspondence letters/memos/additional clerical duties, and obtain client medical records, as needed.
• Schedule Client Intake Assessments and appointments with Providers/Clinicians, Relay Recommendations and Follow-up, and Coordinate Date of Admission or Recurring service appointments.
• Communicate clearly and effectively with IA Providers/Clinicians, Program Managers, Program Directors, and other relevant staff during client coordination and admission.
• Adjust to fluctuating peaks in patient flow and other operational demands while maintaining quality of service

Skills

Excellent communication

Strong organizational skills

Analytical skills

Problem-solving

Multi-tasking

Team player

Ability to manage priorities

Education

High school diploma or equivalent

Tools

MS Office

MS Excel

MS PowerPoint

CRM Zoho

EHR

Teams

Outlook

Zoom

Job description

L GTC Group is a comprehensive mental health care provider with a rapidly expanding footprint in the San Francisco Bay Area and Sacramento. LGTC Group provides a wide range of treatment options including partial hospitalization, intensive outpatient programs, residential, psychiatry, psychotherapy, Transcranial Magnetic Stimulation (TMS), Ketamine treatment, and Neuropsychological testing.

LGTC Group is looking for a warm, welcoming, and responsible Outpatient Psychotherapy Specialist to join our organization!

Overview:

We are seeking a highly organized, quick to learn, proactive, and professional Outpatient Psychotherapy Specialist to support our dynamic Admissions Team. The duties of the Outpatient Psychotherapy Specialist include providing support to internally and externally referred clients, guiding them through the admissions process, and connecting them with the appropriate resources, if needed. This position will require daily communications with potential clients and their respective referral sources. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools including MS Excel, CRM Zoho, MS Office, EHR, Teams, Outlook, and Zoom. Ultimately, a successful Outpatient Psychotherapy Specialist should ensure an efficient and smooth admissions process for clients, from initial contact to the day of admission. The ideal candidate will possess strong computer literacy skills, diverse communication skills, exceptional organizational skills, and the ability to excel in a fast-paced environment. Outpatient Psychotherapy Specialists will report directly to the Psychotherapy Administrative Coordinator and the Admissions Director.

Duties and Responsibilities include, but is not limited to:

• Daily ongoing communication via phone, email, and fax with clients and referral sources
• Input and Organize Data, maintaining both physical and electronic filing systems.
• Follow up with completion of client registration, including processing new registrations, signing of intake forms such as ROI, Consent for Tx, required Clinical Scales on EHR and Clinicom, assist clinical staff with correspondence letters/memos/additional clerical duties, and obtain client medical records, as needed.
• Schedule Client Intake Assessments and appointments with Providers/Clinicians, Relay Recommendations and Follow-up, and Coordinate Date of Admission or Recurring service appointments.
• Communicate clearly and effectively with IA Providers/Clinicians, Program Managers, Program Directors, and other relevant staff during client coordination and admission.
• Adjust to fluctuating peaks in patient flow and other operational demands while maintaining quality of service.

Qualifications:

• High school diploma or equivalent
• Must possess good follow-up and personal skills
• Demonstrates competency in reacting to and handling emergencies
• Excellent written and oral communication skills
• Ability to effectively communicate with people at all educational levels and from various diverse backgrounds
• Able to maintain a positive working relationship with all staff, physicians, and clinical personnel
• Ability to work both independently and as a reliable team member
• Commitment to excellence and high standards
• Strong organizational, problem-solving, and analytical skills
• Ability to manage priorities and fluctuating workflow with an ability to multi-task
• Working knowledge of office equipment; may include printers, scanners, fax machines
• Proficiency in MS Office, MS Excel, MS PowerPoint, and additional business and healthcare related platforms

Experience:

• 2+ Years in Customer Service, Administration, Mental Health, or related field
• Pay Rate: $21-$24/hr based on qualifications/experience

Schedule:

Work setting: In-Person San Jose, CA

Application Questions:

• Can you describe your previous experience in Customer Service/Administrative or related fields?
• Describe a time where you were able to de-escalate an emotionally charged or high-conflict interaction with a customer/client and/or coworker?
• Can you give an example of a time when you had to resolve a difficult problem related to your job in customer service, and what steps did you take to reach a resolution?
• What strategies do you use to engage and build professional and personable relationships with others?
• How do you maintain your enthusiasm and energy in the face of challenges that arise with others, within or outside of the workplace?