Administrative Specialist

Full-time Administrative Specialist (AS) position now available in our Delray corporate office. The Administrative Specialist is responsible for working with Consult Coordinators as a team to provide and ensure best practices for patient intake for TMS treatment. This position is highly involved with our patient intake team, and provides patient advocacy during the insurance portion of the intake process. The Administrative Specialist will be vital to help patients start treatment through submitting prior authorizations, completing some benefits investigations, scheduling patients, and supporting the Consult Coordinator.

We are seeking someone who has multiple years of experience with patient intake in mental health or related fields.

The Administrative Specialist primary role is to supervise the patient flow process for each patient within the designated centers from booked consult to TMS patient; and provide guidance to center staff on insurance-related items, as well as corrective oversight when identified.

Responsibilities include, but are not limited to:

Patient Flow:

• Maintains consistent & clear communication with Consult Coordinators
• Completes entire administrative coordinator SOP and uploading of relevant documents to various systems
• Supervises all aspects of the follow up to ensure each patient gets insurance approval to begin treatments
• Oversees & approves all prior authorizations prior to physician & works with physicians to obtain approval from various insurance companies, whether directly or through oversight of interested technicians
• Troubleshoots insurance obstacles, and writes necessary appeals forms for Manager of Regional Operations (MRO) & Medical Director (MD) approval
  • Follows appeals process to monitor progress
• Assists in identify & train technicians interested in becoming a CC with MRO approval

Scheduling:

• Assists Consult Coordinator in scheduling patients to start treatment
• Notifies MRO of any scheduling issues or MD availability issues
• Trains staff on idiosyncrasies of each MD

Reporting:

• Reports at the beginning of each month on workflow to MRO
  • Failed consults
  • Denials
  • Appeals
  • Pending patients
• Maintains KPI standards
• May take corrective action with MRO approval
• Compiles statistical reporting and submits to regional manager on a monthly basis
• Remains current on evolving insurance criteria and informs team when changes occur

Miscellaneous:

• Handles office administrative tasks such as managing leads, reporting statistical activity to center manager, scheduling appointments, insurance authorizations, and handling of all medical records in compliance with HIPAA
• Other duties as needed

Qualifications:

• Bachelor’s degree in business, management, marketing, psychology, or a related field preferred, OR
• 2-4 years of medical office management
• Insurance experience preferred

Hours of operation are flexible and vary depending on our patients' needs.

We offer a competitive pay range based on education level and prior experience PLUS a generous benefits package including 401(k) with company match, paid time off, and medical/dental/vision benefits.

Who we are:

Operating through 95 Company-operated treatment centers, Greenbrook is a leading provider of Transcranial Magnetic Stimulation ("TMS") therapy and Spravato® (esketamine nasal spray), FDA-cleared, non-invasive therapies for the treatment of Major Depressive Disorder ("MDD") and other mental health disorders, in the United States. TMS therapy provides local electromagnetic stimulation to specific brain regions known to be directly associated with mood regulation. Spravato® is offered to treat adults with treatment-resistant depression and depressive symptoms in adults with MDD with suicidal thoughts or actions. Greenbrook has provided more than 1.3 million treatments to over 40,000 patients struggling with depression.

Over 16 million Americans are affected by depression. Greenbrook TMS is changing the way that depression is treated, and YOU can be part of making a positive difference in the lives of patients by joining our amazing team!

To learn more about our WHY, click here: https://youtu.be/yrr-wlFftT0

For patient testimonies on HOW we are transforming lives for the better, click here: https://www.greenbrooktms.com/patient-stories

Greenbrook TMS is a growing company seeking dedicated individuals who will be key employees as we expand - come join us!

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