Referral & Scheduling Care Coordinator

About Frontier Psychiatry

Frontier Psychiatry is a physician-led, tech-enabled telehealth organization on a mission to

improve the mental well-being of people in rural communities nationwide.

We provide timely, scalable, evidence-based psychiatry and addiction care to individuals who

might otherwise face long wait times or significant travel barriers to receiving treatment.

Our work is guided by the Quintuple Aim:

● Excellent patient care

● Team well-being

● Lower total cost of care

● Improved population health

● Health equity

We believe everyone deserves access to high-quality mental health care, regardless of where

they live. Join us in making that possible.

The Short Version

The Referral & Scheduling Care Coordinator plays an essential role in connecting patients to

the care they need. This position manages incoming referrals, coordinates patient scheduling, supports provider schedule utilization, and maintains strong communication with patients and referring partners.

Working from our Billings, Montana office, you will collaborate closely with colleagues across the organization to ensure patients experience a smooth, timely transition from referral to their first appointment while supporting the operational efficiency of our growing clinical team.

Why This Role Exists

Frontier Psychiatry was founded to improve access to mental health and addiction care in rural communities where patients often wait months—or travel hours—for services. Access starts long before the first appointment.

The Referral & Scheduling Care Coordinator plays a critical role in ensuring patients move efficiently from referral to care. This position directly impacts how quickly patients are scheduled, how well providers' schedules are utilized, and how effectively we serve referring partners.

We are hiring a Referral & Scheduling Care Coordinator to help deliver timely, organized, and patient-centered access to care as we continue to grow across multiple states. This is an important in-office role that supports the daily coordination of patient access and provides opportunities for direct collaboration with our team.

Schedule & Commitment

● On-site position based in our Billings, Montana office.

● Full-time schedule.

● Ability to manage competing priorities while maintaining timely communication and accurate documentation.

● Flexibility to adapt to changing operational needs and priorities.

What You'll Do

Referral Management

● Process incoming referrals within established timelines.

● Conduct outreach to patients and referring providers to ensure timely scheduling and closure of the referral loop.

● Communicate referral expectations clearly with patients.

● Enter and maintain accurate patient demographics, insurance, and referral information in the EHR.

● Verify insurance eligibility, including telehealth coverage.

● Maintain consistent communication with referring providers throughout the referral process.

● Identify and escalate new referring partners to leadership as appropriate.

Patient Scheduling

● Schedule new patient appointments, follow-ups, reschedules, and transfers of care.

● Manage provider schedules to ensure full utilization and timely access to care.

● Respond to inbound calls, voicemails, and patient portal messages in a professional and timely manner.

● Process cancellations, no-shows, and rescheduling workflows in alignment with organizational policies.

● Support pre-visit scheduling and coordination as needed.

● Assist providers with scheduling needs and follow-up coordination.

● Provide patients with cost estimates and collect copayments when applicable.

Care Coordination & Operations Support

● Serve as a key point of contact for patients navigating access to care.

● Collaborate with clinical, operational, and billing teams to support efficient patient workflows.

● Correct registration errors and maintain accurate patient records.

● Manage scheduling and coordination for contracted clinics, if assigned.

● Escalate scheduling or access issues to leadership when needed.

● Support daily team operations and contribute to a collaborative in-office work environment.

Documentation & Administrative Support

● Maintain accurate and timely documentation in the EHR.

● Name and index documents according to organizational standards.

● Complete assigned tasks and reporting requirements efficiently.

● Participate in team meetings, training, and process improvement initiatives.

● Maintain confidentiality and adhere to organizational policies and procedures.

What Success Looks Like

In this role, success means:

● Referrals are processed quickly and efficiently with minimal delays.

● Patients are scheduled promptly and accurately.

● Provider schedules are optimized and fully utilized.

● Communication with patients and referring providers is consistent, professional, and effective.

● Documentation is accurate and compliant, with minimal registration errors.

● Patients experience an organized and positive transition from referral to care.

● Team members communicate effectively and work collaboratively to support daily operations.

What We're Looking For

Required Qualifications

● High school diploma or equivalent required.

● Experience working in a medical or healthcare setting required.

● Proficiency in Google Workspace.

● Strong organizational skills and attention to detail.

● Ability to work on-site at our Billings, Montana office.

Preferred Qualifications

● Experience with insurance verification and eligibility.

● Familiarity with Electronic Health Record (EHR) systems.

● Previous experience in medical scheduling, referral coordination, or patient registration.

Additional Strengths

● Strong verbal and written communication skills.

● Ability to manage multiple priorities in a fast-paced environment.

● Professional, patient-centered approach to communication.

● Ability to work independently while collaborating effectively with a team.

● Strong attention to detail and commitment to accuracy.

● Professionalism, accountability, and consistent follow-through.

● Positive attitude and willingness to learn, adapt, and contribute to a team environment.

What We Offer

We believe access to care starts with a strong operations team. We offer a comprehensive benefits package designed to support our employees both professionally and personally.

● 120 hours of paid vacation.

● 40 hours of paid sick time.

● Your birthday off with pay.

● 9.5 paid holidays.

● 401(k) with company match.

● 100% employer-paid employee-only premiums for medical, dental, vision, and accidental insurance.

● HSA plan option.

● Stock options.

● Company-provided equipment.

Our Commitment

Frontier Psychiatry is committed to improving access to high-quality mental health and addiction care while supporting a collaborative, accountable, and mission-driven team.

We value individuals who bring professionalism, empathy, and attention to detail to their work every day. We believe in supporting one another, embracing change, and doing meaningful work that makes a difference in the communities we serve.

Compensation

The pay range for this role is:

$18.13 – $22.07 per hour (On Site - Billings, Montana)