Administrative Coordinator

Boston Precision Neurotherapeutics is a small, specialized psychiatric practice in Natick, MA, offering fMRI-guided Accelerated TMS, Ketamine-Assisted Psychotherapy, and medication management to patients who haven't found relief through more conventional treatment. We're a tight-knit group where everyone knows the patients and each other, and we're growing — which means we're looking for someone to help keep the day-to-day running smoothly so our clinicians can focus on patient care.

Boston Precision Neurotherapeutics (BPN) is seeking a highly organized, compassionate, and proactive Administrative Coordinator to support the daily operations of our growing psychiatric practice. This position serves as the central point of coordination between patients, providers, and other partners to ensure an exceptional patient experience from first contact through treatment completion.

The ideal candidate thrives in a fast-paced healthcare environment, has outstanding communication skills, enjoys solving problems, and is passionate about helping individuals receive life-changing mental health care. This person should bring the same warmth, professionalism, and respect to administrative work that our team brings to patient care, including interactions with patients, visitors, and colleagues.

Responsibilities include, but are not limited to, the following:

• Manage provider schedules and optimize appointment utilization.
• Prepare daily schedules and ensure all required documentation is complete.
• Scan, upload, and organize medical records in the electronic health record (EHR).
• Monitor office supplies and coordinate purchasing.
• Assist with clinic projects, process improvements, and workflow optimization.
• Assist with planning small office events.
• Support onboarding for new employees, including group messaging, office protocols, and office layout orientation.
• Prepare estimates and explain patient financial responsibilities.
• Process payments and maintain accurate billing documentation.

• Coordinate communication between providers and patients.
• Assist with treatment scheduling and documentation for TMS, ketamine, and psychopharmacology appointments.
• Ensure treatment rooms and schedules are prepared for each day.
• Support clinical staff with administrative tasks that improve patient flow.
• Serve as the first point of contact for prospective and established patients.
• Answer phones, emails, and patient portal messages professionally and promptly.
• Schedule consultations, follow-up appointments, treatment sessions, and provider calendars.
• Coordinate patient onboarding, registration, and consent paperwork.
• Guide patients through treatment timelines and appointment expectations.
• Maintain a welcoming, confidential, and professional office environment.
• Build positive relationships with patients.
• Communicate professionally with multidisciplinary clinical staff.
• Maintain strict confidentiality and HIPAA compliance.
• Participate in team meetings and contribute ideas for improving patient care and operational efficiency.

• Associate's or Bachelor's degree preferred, or equivalent experience.
• 2+ years of administrative experience in healthcare, behavioral health, or medical office settings.
• Organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced office.
• Strong written and verbal communication.
• High attention to detail.
• Proficiency with Microsoft Office, Google Workspace, and electronic health record systems preferred.
• Comfortable with, or quick to learn, billing and scheduling software.
• Strong commitment to confidentiality, patient privacy, and HIPAA compliance.
• Collaborative team player willing to assist wherever the office needs support.

• A small, close-knit practice where you will know patients and colleagues by name.
• A front-row seat to innovative psychiatric care, including fMRI-guided TMS and ketamine-assisted psychotherapy.
• Competitive pay, commensurate with experience.
• A genuinely kind, collaborative, and low-drama office culture