Patient Care Coordinator

PATIENT CARE COORDINATOR
Sage Integrative Health is seeking a compassionate, organized, and grounded Patient Care Coordinator to join our team in Berkeley, CA. This role is well-suited for someone with experience in wellness, healthcare, or client-facing environments who feels drawn to integrative mental health, trauma-informed care, and psychedelic-assisted therapies.

The Patient Care Coordinator serves as a first point of contact for individuals seeking care at Sage, holding a central role in shaping each patient’s initial experience. Through clear communication, attuned listening, and thoughtful guidance, this role helps ensure that patients feel welcomed, informed, supported, and connected to the services that best meet their needs.

POSITION OVERVIEW
The Patient Care Coordinator plays a vital role in supporting new and existing patients as they navigate Sage’s services. This role works closely with the Clinic Director, Operations team, and clinicians to ensure smooth intake and onboarding processes, thoughtful patient education, clear and responsive communication, successful therapist-client matching, and continuity of care.
This is a hybrid role, with most work completed remotely, and 1–5 short visits to the Berkeley office per month as needed. We are ideally seeking someone to start part-time, with the possibility of transitioning to full-time within 6-8 months.

CORE RESPONSIBILITIES:

Patient & Client Care Coordination
 

• Serve as a warm, professional first point of contact for new and prospective patients via phone and email
• Respond to inquiries about Sage services, practitioners, and treatment options, including ketamine-assisted therapy
• Schedule appointments with appropriate practitioners based on client needs and availability
• Send intake forms, informed consent documents, and sliding-scale applications when applicable
• Ensure patient charts are complete and accurate within the electronic health record (EHR) system
• Provide clear guidance around next steps, fees, expectations, and clinic processes

Intake & Administrative Support
 

• Manage patient communication through phones, email, and the EHR system
• Support accurate and complete documentation within the electronic health record system
• Assist with basic administrative tasks related to patient care and clinic operations
• Collaborate with the Operations and Programs teams to ensure smooth workflows, primarily through Google Workspace applications
• Assist clients with understanding superbills and reimbursement processes
• Coordinate internally regarding payment questions or concerns (does not include payroll or bookkeeping)

Collaboration & Team Support
 

• Communicate closely with clinicians regarding scheduling, availability, and patient needs
• Attend online or in-person administrative meetings as required
• Support clinic culture through professionalism, reliability, and care-centered communication

IDEAL SKILLS & REQUIREMENTS
 

• Exceptional and trauma-informed communication skills, comfort speaking with clients on the phone and via email with warmth, care, and professionalism.
• Strong administrative and organizational skills with particular focus on clinic operations, customer care, and patient care coordination
• Experience with or desire to learn about different mental health, psychotherapy, psychedelic-assisted therapy, and wellness modalities
• Comfort working with technology platforms & computers on a daily basis (Google Workspace, Electronic Medical Record Systems, RingCentral) 
• Ability to work independently in an online workplace