Dyer Psychiatric Services
Job Overview
Medical Assistant / Intake Coordinator
Dyer Psychiatric Services is seeking a dependable, compassionate, and detail-oriented Medical Assistant / Intake Coordinator to join our psychiatric practice.
Position Overview
The Medical Assistant / Intake Coordinator will support our providers and help ensure a smooth, organized experience for patients from their initial intake through ongoing care. The ideal candidate has experience working in a medical office, is knowledgeable about insurance verification and medication prior authorizations, and is comfortable communicating with patients, pharmacies, and insurance companies.
PHONE SYSTEM:
Answer phones.
Relay clear and accurate messages in writing, verbally, and/or electronically.
Promptly retrieve and respond to extension and general mailbox voicemails in a courteous and professional manner.
Read and respond to incoming Weave text messages using clear, professional English with proper grammar and pronunciation.
Schedule, reschedule, and cancel appointments at patients request.
Intakes:
_____ Scheduling, rescheduling, and canceling appointments as required.
_____ The primary point of contact between the provider, clinic staff, and patient.
_____ Coordinates office visits according to provider schedule and patient availability.
_____ Process insurance information for verification.
_____ Provide patient support when needed.
_____ Answer questions and provide clarification on appointments.
_____ Explain financial requirements and obligations to patients.
_____ Enter insurance information and financial information into the software.
_____ Create patient accounts and input data into the company software (Icanotes, Weave).
_____ Send and retrieve paperwork in preparation for upcoming appointments.
_____ Build a good rapport with referring physicians and staff.
_____ Organize and file paperwork.
______ Scan and upload files to Icanotes.
______ Run LAPMP on new patients and upload to chart.
______ Track incoming referrals on referral log.
APPOINTMENT PROCEDURES:
Applies to Referrals by Fax:
_____ Run patient name in software to see if they’ve previously been seen at our office.
_____ Verify Network Participation and Benefits.
_____ If approval not required, contact patient and schedule appt. with a block on schedule.
_____ Explain patient portal, paperwork and advise patient what they will pay at check-in.
_____ Create account and populate appointment on the schedule block.
_____ Document appointment notes with status of paperwork and amount to collect.
_____ Scan referral and Insurance Verification into patient account.
_____ Follow up on the patient portal progress to ensure it has been completed.
If approval is required, place the request in the provider box and notify the provider that a pre‑screen is awaiting their approval. Once approved, follow the established process.
Applies to requests by Call-In, Walk-up, and Text
_____ Run patient name in software to see if they’ve previously been seen at our office.
_____ Send consents and intake questionnaire form through Weave.
_____ Enter information into referral log.
_____ Once form is returned, create account and contact patient to populate patient
appointment.
_____ Verify Network Participation and Benefits.
_____ Document appointment notes with status of paperwork and amount to collect.
_____ Scan Weave Intake form and benefit verification to patient account.
If approval is required, place the request in the provider box and notify the provider that a pre‑screen is awaiting their approval. Once approved, follow the established process.
LETTERS, FORMS AND REPORTS:
_____ Type dictated letter from provider to recipient.
_____ Coordinate form and report requests with the provider.
_____ Submits all letters, forms, and reports to the source of request.
_____ Scans all letters, forms, and reports into the patient account with submission confirmation.
MEDICATION REFILLS:
Retrieve refill requests through phone calls and voicemails.
Retrieve refill requests through fax line and prescription line.
Verify if refill is needed. If controlled substance, verify that patient last appointment is
within DEA regulations for refill.
Submit request to provider by tagging or ICANotes messaging system.
PROVIDER AUTHORIZATIONS FOR MEDICATION:
_____ Submit medication for approval.
_____ Submit appeal for medication denials at provider request.
_____ Scan in approval/denial into patient chart and inform provider.
UDS:
_____ Retrieve urine specimen from restroom.
_____ Print face sheet and all required documents.
_____ Scan in UDS order form into patient account.
_____ Schedule pick up/drop off with FedEx or UPS.
_____ Keep supplies stocked.
GENESIGHT TESTING:
_____ Provider or medical assistant swabs patient in office.
_____ Enter all information required on website and submit to GeneSight.
_____ Print face sheet and all required documents.
_____ Place swab with required documents into mailing envelope and schedules pick up.
_____ Receive generated email for completed results.
_____ Upload results to patient account and notify provider.
_____ Keep kit supplies stocked.
Injections:
_____ Prepare and administer prescribed injections according to provider orders and established Clinical protocols.
______Verify patient identity, medication, dosage, route, and documentation prior to injection
administration.
______Educate patients on injection procedures, potential side effects, and aftercare instructions.
______Maintain a clean, safe, and organized clinical environment following infection prevention and safety guidelines.
_______Properly document injections, medications administered, lot numbers, expiration dates, and patient responses in the medical record.
_______ Obtain patient consent and upload to patient chart.
_______Monitor patients before, during, and after injections for adverse reactions and report concerns promptly.
_______ Maintain compliance with HIPAA regulations, OSHA standards, and healthcare facility
policies.
_______Stock and manage clinical supplies, including syringes, medications, and injection-relate materials.
Qualifications
- Previous experience in a medical office, physician practice, or behavioral health setting
- Hands-on experience with insurance verification and eligibility checks
- Experience obtaining medication prior authorizations, including submitting requests and following up on approvals or denials
- Experience communicating with insurance companies and pharmacies
- Strong computer and electronic medical record (EMR) skills
- Excellent verbal and written communication skills
- Professional, compassionate, and patient-focused demeanor
- Strong organizational skills and attention to detail
- Ability to multitask and prioritize in a busy office environment
- Ability to maintain confidentiality and handle sensitive patient information
- Reliable, punctual, and able to work well independently and as part of a team
- MA Certification
- Highschool/GED
- CPR/BLS
Preferred: Experience specifically in psychiatry, behavioral health, or mental health, including familiarity with psychiatric medications and common insurance requirements.
What We're Looking For
We are looking for someone who is organized, dependable, personable, and experienced in the administrative side of healthcare. The ideal candidate will be comfortable working directly with patients while also handling the details behind the scenes, including insurance verification, medication prior authorizations, pharmacy communication, scheduling, and patient intake.
To Apply: Please submit your resume and a brief summary of your relevant medical-office, insurance verification, and prior authorization experience.
Pay: $15.00 - $17.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
Education:
- High school or equivalent (Required)
Experience:
- Medical Office : 2 years (Required)
- Insurance verification: 2 years (Required)
- HIPAA: 1 year (Preferred)
License/Certification:
- Medical Assistant (Preferred)
Shift availability:
Ability to Commute:
- Lake Charles, LA 70601 (Required)
Work Location: In person
