Administrative Coordinator

Administrative Coordinator

We are seeking full‑time Administrative Coordinators across New Jersey to work with Consultation Coordinators and help patients initiate Spravato and Transcranial Magnetic Stimulation (TMS) treatment.

Locations include:
North Jersey, Iselin, Millburn, Paramus, South Jersey, Cherry Hill, Freehold, Forked River, and Tinton Falls.

As an Administrative Coordinator, you will work closely with multiple departments to ensure the patient journey is completed efficiently. Your responsibilities include submitting prior authorizations, verifying insurance benefits, scheduling appointments, verifying necessary documentation, and maintaining accurate records in the CRM and EHR. You will be the main point of contact for prospective patients and will go above and beyond to facilitate timely treatment.

• Highly competitive pay range of $24–$30 per hour (based on experience)
• 401(k) with company match
• Paid time off
• Medical, dental, and vision benefits
• Life insurance
• Employee discount

• Troubleshoot insurance obstacles that may prevent a patient from starting treatment.
• Submit and follow up on prior authorization requests to insurance companies.
• When an authorization is denied, file appeals.
• Renew or resubmit authorizations for patients in continuous Spravato care.
• After consultation, serve as the main point of contact for the prospective patient and oversee all administrative steps to start treatment.
• Maintain clear and well‑written documentation of all patient communications in the CRM.
• Always communicate with empathy and respect toward patients.
• Keep patient cases up to date in the CRM and ensure all required documentation is uploaded or entered into the EHR.
• Maintain clear and consistent communication with Consult Coordinators to align priorities and focus on correct cases.

• Assist with scheduling appointments for prospective and existing patients.
• Notify supervisors of availability issues that could affect scheduling.
• Audit Spravato charts as needed.
• Ensure compliance with REMS, DEA, and Medication Log requirements.
• Make and receive calls to and from prospective and current patients.
• Send and review financial plan quotes with patients regarding treatment cost.
• Maintain office organization and supplies inventory.
• Fulfill or escalated medical record requests.
• Manage and order Spravato inventory.
• Ensure the treatment center environment is clean, safe, and therapeutic.

• Bachelor’s degree or medical assistance certification/licensure.
• Experience in behavioral health.
• Experience with EHR and CRM software.
• Proficiency in Microsoft Office applications.
• Customer service experience.

• Organized and detail‑oriented.
• Takes pride in work quality.
• Passionate about mental health and helping people.
• High level of integrity and work ethic.
• Strong problem‑solving skills.
• Demonstrates initiative.
• Maintains a "patient first" mentality.
• Takes ownership of responsibilities.
• Has a flexible schedule and reliable transportation.