What are the responsibilities and job description for the Intake Coordinator/Administrative Assistant position at Pivotcare Precision Psychiatry?
Now Hiring: Intake Specialist – Join Our Team at PivotCare !
Location: Duxbury, MA
Job Type: Part-time or Full-time
Work Schedule: Monday–Friday
PivotCare Precision Psychiatry is seeking a detail-oriented, professional, and patient-focused Intake Specialist to join our growing team. This role is essential in providing a seamless experience for new and returning patients while supporting the administrative and scheduling functions of our practice.
Key Responsibilities:
- Patient Coordination & Scheduling:
- Monitor and respond to patient inquiries via direct calls, text, email, and voicemail as the front office professional.
- Check daily for new appointment requests and follow up promptly.
- Schedule new patient appointments within 24 hours of request, ensuring insurance eligibility verification.
- Adjust scheduling as needed to accommodate patient and provider availability.
- Guide patients through intake paperwork and confirm insurance copay details
Administrative, Billing & Clinical Team Support:
- Provide scheduling and administrative support to the clinical team as needed.
- Attend team meetings and conference calls as required.
- Review upcoming appointments and ensure all patients have scheduled follow-ups.
- Enforce medication refill policy—and that all patient forms are comlete
- Process copayments at the time of visit (in-office and telehealth)
- Utilize EHR (AdvancedMD) to manage patient records, appointments, and documentation.
- Work with billing and accounts receivable departments as needed to assist with patient payment processing, insurance claims, and follow-ups.
- Work with other software applications including Microsoft Word, Excel, PowerPoint, and internal office systems.
- May work independently at times, ensuring office tasks and patient communications remain efficient. Occasional work from home opportunities
- Office Closing Procedures as instructed
Social Media & Marketing Support (Optional but Preferred):
- Assist with maintaining an online presence for the practice.
- Familiarity with social media platforms (Facebook, Instagram, LinkedIn) to help with engagement and patient outreach.
What We’re Looking For:
✅ Strong communication and organizational skills
✅ Ability to multitask and work independently when needed
✅ Experience in healthcare administration, scheduling, or intake coordination preferred, experience with Behavioral health preferred
✅ Familiarity with insurance verification, billing, and patient scheduling a plus
✅ Professional attire required to maintain a welcoming environment
✅ Proficiency with AdvancedMD EHR, Microsoft Office Suite (Word, Excel, PowerPoint).
✅ Comfortable attending team meetings and conference calls
✅ Familiarity with social media platforms is a plus
Work Schedule:
- Monday–Friday (No weekends)
- Flexible hours available
Why Join Us?
Work in a professional, supportive environment
Opportunity to grow with a cutting-edge in demand psychiatric practice
Flexible scheduling options. Start immediately
How to Apply:
If you’re detail-oriented and passionate about patient care, we’d love to hear from you! Apply today by sending your resume to Pivotcareinfo@gmail.com or call 781-742-1600 for more information.
Job Types: Full-time, Internship
Pay: From $22.00 per hour
Medical Specialty:
- Addiction Medicine
- Geriatrics
- Psychiatry
Schedule:
- Monday to Friday
- No weekends
Work Location: In person
Salary : $22