Medical Case Coordinator jobs

Who We Are

At Health Haven and Health Synergy Clinical Research, we are building a modern and integrated model of psychiatric care that combines high-quality outpatient treatment, interventional psychiatry, and industry-sponsored pharmaceutical clinical research.

Our mission is to provide compassionate, evidence-based mental health care while helping advance the future of psychiatric treatment through ethical clinical research and innovative therapeutic approaches. With continued expansion across Florida, our organization offers physicians the opportunity to grow within a collaborative, high-performing environment focused on clinical excellence, innovation, operational efficiency, and long-term professional development.

We are committed to creating an environment where physicians can thrive clinically, professionally, and financially while working alongside an experienced multidisciplinary team dedicated to exceptional patient care.

Who You Are

• Fluent in English with the ability to communicate effectively with patients
  
• Experience working in the medical/healthcare field
• Strong understanding of medical terminology and patient communication
• Comfortable working in fast-paced clinical and healthcare environments

What You'll Do

• Medical Documentation: Assist providers with accurate charting, documentation updates, note preparation, and EMR management to ensure timely and complete medical records.
• Doxy Monitoring & No-Show Management: Monitor Doxy appointments, assist patients with connecting to visits, follow up on missed appointments, and proactively reschedule no-shows and cancellations to support provider productivity and patient continuity of care.
  
• Chart Auditing: Review provider charts for completeness, identify documentation gaps, verify accuracy, and assist with maintaining documentation quality standards.
• Patient Coordination: Support appointment scheduling, rescheduling, follow-up communication, and administrative coordination to ensure a positive patient experience.
• Prior Authorizations: Prepare, submit, and track prior authorization requests while coordinating with insurance companies, pharmacies, providers, and clinical staff.
• Provider Support: Assist with provider letters, disability forms, accommodation requests, patient paperwork, and other administrative documentation needs.
• Reporting & Operations: Maintain workflow trackers, assist with operational reporting, monitor documentation turnaround times, and support process improvement initiatives.
• Compliance: Ensure HIPAA compliance, maintain patient confidentiality, follow organizational policies, and uphold documentation integrity standards.
• Other Duties as Assigned: Provide additional administrative and operational support as needed, ex: phone support when front office staff are not available, to support patient care and organizational objectives.

What You'll Bring

• Prior experience as a Virtual Medical Assistant, Medical Scribe, Medical Assistant, or healthcare administrative support professional
  
• Strong understanding of medical terminology, healthcare workflows, and clinical documentation standards
  
• Experience supporting providers with chart auditing, documentation review, or prior authorizations preferred
  
• Proficiency with electronic medical records (EMR) systems and healthcare software
  
• Excellent attention to detail, organizational skills, and time management abilities
  
• Strong written and verbal communication skills
  
• Comfortable using employee monitoring and productivity platforms, such as Time Doctor, as part of a remote work environment.
• Ability to work independently while managing multiple priorities in a remote environment
  
• Commitment to professionalism, confidentiality, and ethical handling of patient information
  
• Experience in psychiatry, behavioral health, or clinical research preferred
  
• Bilingual English/Spanish preferred but not required