THE ROLE
This is a dual role combining patient-facing intake coordination with clinical documentation. You are the first clinical voice new patients hear and the person ensuring every chart in the practice is accurate and complete. Your work directly shapes the patient experience and the physician's ability to deliver exceptional care.
We are looking for someone who brings a calm, grounded presence to their work. Our patients are often anxious, overwhelmed, or navigating sensitive health challenges — the person in this role needs to be genuinely warm, personable, and peaceful in how they communicate. You are detail-oriented to your core, naturally organized, and take pride in getting things right the first time.
On the patient-facing side, you will onboard every new patient by phone — walking them through the intake process, collecting clinical history, setting expectations about clinic policies, and ensuring all paperwork and records are in the chart before their first appointment.
On the documentation side, we use an AI scribe tool (Freed) during patient visits that generates raw transcription and draft notes. You will restructure that output into polished clinical documentation and maintain chart accuracy across 80–90 patient encounters per month. You will also handle lab tracking, referral coordination, supplement management, and daily appointment prep.
WHAT YOU'LL DO
New Patient Intake Coordination & Onboarding (25%)
- Call every new patient to introduce yourself, walk them through the intake process, and set expectations for their first visit.
- Explain clinic policies: cancellation rules, communication guidelines, how the practice works.
- Ensure patients complete intake paperwork through the portal — follow up by phone if forms are incomplete or overdue.
- Collect clinical information by phone: medication history, supplements, prior diagnoses, treatment history, current concerns.
- Request and track prior medical and psychiatric records from other providers.
- Enter all collected information into the EHR and build a structured H&P in the chart.
- Prepare a pre-visit intake summary highlighting key clinical information and red flags — completed at least 24 hours before the appointment.
Daily Clinical Documentation (45%)
- Take raw AI scribe (Freed) output from each encounter and restructure into the practice's standardized note template.
- Ensure every note contains: Chief Complaint, HPI, Psychiatric History, Medical History, Family History, Social History, Substance Use, Review of Systems, Mental Status Exam, Assessment, and Plan.
- Cross-reference notes against the patient's existing chart for continuity and accuracy.
- Flag discrepancies, missing information, or items needing physician attention.
- Finalize notes for physician review and signature — same-day turnaround expected.
Lab Tracking & Results Management (10%)
- Track outstanding lab orders and follow up with patients who haven't completed labs.
- Organize incoming lab results in the chart and flag abnormal or critical values for physician review.
- Ensure lab results are available and visible before the patient's next scheduled visit.
Referral Coordination (5%)
- When the physician refers a patient to a therapist, nutritionist, or other specialist, handle the warm handoff: contact the provider, send records, confirm the appointment, and document in the chart.
Supplement & Fullscript Management (5%)
- Set up and maintain patient supplement protocols in Fullscript.
- Troubleshoot patient access issues and track compliance.
Daily Appointment Prep — All Patients (5%)
- Before each clinic day, review every patient on the schedule.
- Check for new lab results, flag overdue follow-ups, note what was planned last visit.
- Create a brief pre-visit summary at the top of each chart so the physician walks in fully oriented.
- For ADHD patients: contact the day before their appointment to collect a current blood pressure reading and verify/update their medication list.
- Follow up with any existing patients who have outstanding tasks (labs, paperwork, records) before their upcoming visit.
Clinical Portal Message Drafting (5%)
- Review incoming clinical messages (medication questions, symptom updates, supplement questions).
- Draft professional responses for physician review and approval before sending.
- Ensure no clinical communication goes out without physician sign-off.
REQUIREMENTS
Must Have:
- Prior experience in clinical documentation, medical scribing, or transcription for a U.S.-based healthcare practice.
- Excellent spoken English — clear, confident, warm, and professional on the phone.
- Excellent written English — polished clinical documentation quality.
- Familiarity with psychiatric and/or mental health terminology.
- Understanding of HIPAA compliance and patient privacy.
- Comfortable making outbound calls, setting expectations, and holding boundaries kindly.
- Strong attention to detail — catches inconsistencies in clinical records.
- Self-directed — flags problems and asks questions without being prompted.
- Reliable internet and quiet workspace suitable for phone calls.
- Available to work Central Time hours: Mon- Friday 8-5
Strongly Preferred:
- Degree in psychology, neuroscience, nursing, pharmacy, or a related clinical field.
- Experience with AI scribe tools (Freed, Abridge, DeepScribe, or similar).
- Background in psychiatry, behavioral health, or functional/integrative medicine.
- Prior experience in patient intake coordination or medical front-office work.
- Familiarity with SOAP notes, psychiatric evaluations, and treatment plan formats.
- Experience with supplement/nutraceutical terminology and platforms like Fullscript.
