Patient Access Specialist 2

ABOUT FREEDOM HEALTH SYSTEMS, INC.:

Freedom Health Systems, Inc. is a mission-driven healthcare advisory and management consulting firm that partners with behavioral health and human services organizations to improve access, equity, and operational excellence. We specialize in guiding providers through program development, accreditation, compliance, and clinical best practices—empowering them to deliver high-quality, person-centered care to their communities.

While we do not provide direct healthcare services, Freedom Health Systems plays a vital role behind the scenes by strengthening organizational infrastructure, supporting service expansion, and helping our partners lead with innovation and integrity. Our expertise spans a wide range of operational services, including revenue cycle management, prior authorization, virtual front office support, medical billing and coding, human resources, and compliance consulting.

At Freedom Health Systems, we are deeply committed to breaking down barriers in the behavioral health space, with a particular focus on serving marginalized and underserved populations. Our team fosters a collaborative, forward-thinking work environment where every employee contributes to advancing impactful, community-based care.

DISCLOSURES:

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

COMPANY WEBSITE: https://freedomhs.org 

COMPANY PHONE NUMBER:  667-239-9572

HUMAN RESOURCES DEPARTMENT PHONE NUMBER:  667-239-9572 EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS:  info@freedomhs.org 

POSITION TITLE: 

Patient Access Specialist

ALTERNATE TITLE(S): 

Admissions Coordinator, Intake Specialist, Access Services Associate

COMPANY: Freedom Health Systems, Inc. (in support of all customer companies under contract)

DIVISION: Operations

DEPARTMENT: Patient Access

UNIT: n/a

BENEFITS PACKAGE: Ineligible

WORK SCHEDULE: Monday – Friday, 8:00 AM – 5:00 PM

ACCOUNTABLE TO: 

Patient Access Department Manager (Chief Operations Officer, in absence of Patient Access Department Manager)

ACCOUNTABLE FOR: Managing the intake, enrollment, and service coordination process for clients entering behavioral health and care management programs; ensuring accurate data collection, regulatory compliance, and efficient communication with internal teams and external referral sources

CLASSIFICATION: W8BEN; hourly contractual

COMPENSATION RANGE: PHP283.63 per hour

ANTICIPATED TRAVEL: none

SUMMARY OF POSITION RESPONSIBILITIES:

The Patient Access Specialist serves as the first point of contact for prospective clients entering any of Freedom Health Systems’ programs. This role is critical to ensuring timely, compassionate, and efficient intake services for outpatient behavioral health, psychiatric rehabilitation (PRP), substance use treatment, health home, and entitlements case management services.

This role involves receiving referrals, conducting intake screenings, verifying insurance or funding eligibility, coordinating appointments for initial assessments, and supporting internal transfers or discharges across contracted service lines. The Patient Access Specialist supports access to care while ensuring compliance with COMAR, HIPAA, and payer guidelines.

Referral & Intake Processing

• Receive and log incoming referrals from internal and external sources (e.g., providers, MCOs, hospitals, DSS, families)
• Conduct initial outreach to referred individuals or guardians to complete intake screening
• Collect required demographic, insurance, and consent forms prior to service start
• Ensure intake assessments are scheduled with the appropriate clinician or provider
• Track and follow up on pending or incomplete intake files and documentation

Eligibility & Enrollment

• Verify Medicaid or insurance eligibility for all referred individuals
• Confirm program-specific criteria for service lines including PRP, OMHC, HH, SUD, and ECM
• Coordinate with billing and credentialing staff to ensure coverage prior to service
• Assist clients with benefits navigation or redetermination referrals when necessary

Inter-Program Transfers & Discharges

• Support internal transfers between programs (e.g., PRP to OMHC, HH to SUD)
• Update internal tracking systems and electronic health records when clients are discharged or transferred
• Notify program leads, supervisors, and administrative staff of transfers and discharges in real-time
• Support coordination of re-engagement efforts for clients lost to follow-up

Documentation & Compliance

• Ensure that all intake documentation is collected, uploaded, and verified in the EHR system (e.g., ICANotes)
• Maintain accurate logs of all referrals, admissions, discharges, and eligibility status
• Ensure HIPAA-compliant communication and recordkeeping at all times
• Assist with data entry and form submissions required for audits, surveys, or regulatory reviews

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

• Provide front desk coverage or phone reception support as needed
• Assist with appointment reminder calls or patient follow-ups
• Collaborate with clinical and administrative teams to resolve access barriers
• Participate in quality improvement and performance tracking meetings
  

PHYSICAL DEMANDS:

• Prolonged periods of sitting and working on a computer
• May require local travel between clinic locations or residential programs
• Occasional lifting of office supplies or patient records (up to 25 lbs)

WORKING CONDITIONS:

• Office-based in a clinical support setting
• High-volume and deadline-driven environment
• Requires strong attention to detail and client-focused communication
  

REQUIRED QUALIFICATIONS:

• Associate's degree in Nursing, Healthcare Administration, Social Work, Psychology, Public Health, or a related field (required)
• Minimum 3 years of experience in admissions, access management, or intake coordination in a behavioral health or healthcare setting
• Working knowledge of COMAR, Medicaid, HIPAA, and behavioral health program eligibility criteria
• Proficiency in electronic health record systems (e.g., ICANotes, Credible, or similar)
• Strong leadership, time management, and communication skills

PREFERRED QUALIFICATIONS:

• Associate’s or Bachelor’s degree in nursing, human services, psychology, public health, or related field
• Experience with Medicaid/MCO systems (e.g., ePREP, CRISP)
• Prior experience in behavioral health or case management programs