Patient Care Coordinator

Trusted Results Therapy Group; Northern (KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Trusted Results Therapy Group is seeking a Patient Care Coordinator to manage the administrative intake journey for patients—from initial paperwork through the first appointment and beyond. You will serve as the primary liaison between internal referring providers, patients, and the clinical team during intake, maintaining a rolling queue across all active patients.

The role emphasizes accurate documentation, scheduling, and coordination with Atlas pipelines, with focus on timely follow-up and

Qualifications

• 1+ year of experience in a healthcare administrative or patient services role.
• Strong organizational skills — managing large, rolling task queues.
• Excellent written and verbal patient communication.
• Proficiency with electronic health record platforms and document management.
• HIPAA knowledge and compliance awareness.

Responsibilities

• Oversee intake paperwork and ensure completion 48 hours before appointments.
• Enter intake into Atlas/EHR systems and coordinate referrals.
• Reschedule/arrange appointments and internal referrals as needed.
• Manage a rolling queue across all active patients and follow up on outcomes.
• Provide pre-appointment verification and handoffs to the care team.

Skills

Organizational skills

Oral & written communication

EHR proficiency

HIPAA knowledge

Job description

About Us

Trusted Results Therapy Group (TRTG) is a growing mental health practice dedicated to delivering compassionate, evidence-based care to individuals and families. We provide therapeutic services to children, adolescents, adults, couples, and families across South Carolina, with a focus on quality care, collaboration, clinical growth, and an exceptional client experience.

Position Summary

The Patient Care Coordinator manages the administrative intake journey for patients from initial paperwork through their first appointment and beyond, ensuring documentation is complete, and internal referrals and new appointments are scheduled or rescheduled as needed. This role serves as the primary liaison between internal referring providers, patients, and the clinical team throughout the intake process, managing a rolling queue across all active patients simultaneously.

Manage Atlas Pipelines

• Intake Paperwork
• Internal Referrals
• Reschedule
• Psychological Testing
• Referral Needed

Intake Documentation

• Follow up on outstanding intake forms and confirm all documents are complete 48 hours before every appointment
• Enter intake into Notenetic EHR

Scheduling & Rescheduling

• Reschedule initial appointments that were cancelled or no-showed
• Schedule internal referrals
• Once Psychological Testing paperwork has been obtained, schedule an appointment

Follow-Up & Discharge

• Manage a 3-attempt follow-up queue for all pipelines
• Discharge patients after 3 failed contact attempts

Pre-Appointment Verification & Handoff

• Obtain prior authorization (PA) / referral when required for insurance company payment
• Notify the referral coordinator team once obtained and documentation uploaded into Atlas

Required Qualifications

• 1+ year of experience in a healthcare administrative or patient services role
• Strong organizational skills — managing large, rolling task queues
• Excellent written and verbal patient communication
• Proficiency with electronic health record platforms and document management
• HIPAA knowledge and compliance awareness

Preferred Qualifications

• Experience in a behavioral health or mental health practice setting
• Familiarity with intake processes across multiple service types
• Experience with prior authorization and follow-up workflows