Patient Care Coordinator

**JOB SUMMARY**

BrainStim is looking for a compassionate Patient Care Coordinator to support our clinic’s operations, specializing in advanced mental health treatments, including Deep Transcranial Magnetic Stimulation (dTMS), Ketamine Therapy, & Psychotherapy. This role involves managing patient scheduling, verifying insurance, and maintaining accurate medical records.

You will also provide educational support to patients and help ensure a smooth patient experience. Additionally, the role includes assisting clinical staff, overseeing inventory, and ensuring the clinic remains organized and welcoming.

**QUALIFICATIONS**

**Education and Experience**:

- Post-secondary education in healthcare, medical office administration, or business management.
- Certification or diploma as a Medical Office Assistant (MOA) is an asset.
- 4+ years in clinic coordination or medical office administration, preferably in a multidisciplinary setting.
- Proficiency with EMR systems (Jane App & Input Health), MSP billing, third-party billing processes, and Microsoft Teams.
- Familiarity with healthcare regulations and compliance standards.
- Proven experience with follow-up processes involving insurance companies and patients to ensure complete claims processing and maximum payment.
- CPR-C certification (required).
- Criminal record check clearance for working with vulnerable populations (required).

**Technical and Professional Skills**:

- Proficient in Microsoft Office Suite and exposure to data management software.
- Strong problem-solving abilities with the capacity to identify, analyze, and resolve issues effectively.
- Detail-oriented with excellent organizational and multitasking capabilities.
- Strong time management skills with a proven ability to manage multiple priorities effectively.

**Interpersonal and Behavioral Skills**:

- Well-spoken with exceptional customer service and communication skills (both verbal and written).
- Displays a “patient first” mentality and a compassionate approach to care.
- Punctual, professional, and dependable.
- A self-starter who is self-managed and takes initiative.
- Open to coaching and committed to lifelong learning and professional development.
- Exemplifies a strong work ethic and operates with the highest level of integrity.

**Skills That Will Set You Apart**:

- Experience with WorkSafe billing, Third Party billing such as Telus Health, Medavie Blue Cross, Pacific Blue Cross.
- Background in behavioral health, psychology, or related fields.
- Familiarity with supporting individuals dealing with trauma, PTSD, brain injuries, or addiction.
- Familiarity with CPSBC guidelines and healthcare program workflows.
- Previous experience in a TMS clinic or with Ketamine/psychedelic therapies.
- Experience in the hospitality industry.

These additional skills and experiences provide an advantage in excelling within this role, enabling you to contribute even more effectively to the care and support of our unique patient population.

**JOB DUTIES**

**Patient Scheduling and Records Management**:

- Referral triage and management, ensuring timely and efficient processing.
- Schedule patient appointments, manage reschedules, and ensure efficient utilization of clinic time.
- Verify patient insurance, create new patient charts, and maintain accurate and up-to-date records within EMR.
- Maintain databases by entering, updating, and retrieving information, and provide reports as required.

**Patient Communication and Education**:

- Provide educational consultations to prospective patients, both in person and over the phone, explaining TMS therapy and clinic services.
- Offer financial counselling to patients as needed, ensuring they understand costs and payment options.

**Financial Coordination**:

- Oversee the collection and posting of co-pays and account balances during patient visits, coordinating closely with our accountant.
- Ensure accurate financial documentation and assist patients in navigating payment.

Operational and Administrative Support:

- Assist TMS Technicians & practitioners with patient care and treatment preparation as needed.
- Handle general administrative duties, including ordering supplies, tracking inventory, and maintaining the cleanliness and appearance of the clinic.
- Take personal ownership of ensuring the clinic is organized, welcoming, and well-stocked with necessary materials.

**Clinic Compliance and Accuracy**:

- Ensure a high degree of accuracy and attention to detail in all tasks, from scheduling to record-keeping.
- Maintain strict compliance with privacy regulations (e.g., HIPAA) and clinic policies regarding patient confidentiality.

**Team Collaboration**:

- Work closely with the BrainStim clinical team, as well as our sister-clinic’s Navigation team, to ensure seamless patient care and operational efficiency.
- Participate in team meetings to share updates, discuss challenges, and contribute to clinic goals.
- Act as a key support for the patie