Patient Access Specialist 3

This a Philippine-based position.

ABOUT THE COMPANY

Freedom Health Systems Inc. is a mission-driven healthcare advisory and management consulting firm that partners with behavioral health and human services organizations to improve access equity and operational excellence. We specialize in guiding providers through program development accreditation compliance and clinical best practicesempowering them to deliver high-quality person-centered care to their communities.

While we do not provide direct healthcare services Freedom Health Systems plays a vital role behind the scenes by strengthening organizational infrastructure supporting service expansion and helping our partners lead with innovation and integrity. Our expertise spans a wide range of operational services including revenue cycle management prior authorization virtual front office support medical billing and coding human resources and compliance consulting.

At Freedom Health Systems we are deeply committed to breaking down barriers in the behavioral health space with a particular focus on serving marginalized and underserved populations. Our team fosters a collaborative forward-thinking work environment where every employee contributes to advancing impactful community-based care.

DISCLOSURES

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The jobs responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

COMPANY WEBSITE:

COMPANY PHONE NUMBER:

HUMAN RESOURCES DEPARTMENT PHONE NUMBER: EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS:

POSITION TITLE:
Patient Access Specialist

ALTERNATE TITLE(S):

Admissions Coordinator Intake Specialist Access Services Associate

COMPANY: Freedom Health Systems Inc. (in support of all customer companies under contract)

DIVISION: Operations

DEPARTMENT: Patient Access

UNIT: n/a

BENEFITS PACKAGE: Ineligible

WORK SCHEDULE: Monday Friday 2:00 PM 11:00 PM EST

ACCOUNTABLE TO:Patient Access Department Manager (Chief Operations Officer in absence of Patient Access Department Manager)

ACCOUNTABLE FOR: Managing the intake enrollment and service coordination process for clients entering behavioral health and care management programs; ensuring accurate data collection regulatory compliance and efficient communication with internal teams and external referral sources

CLASSIFICATION: Exempt Independent Contractor (Non-U.S. W-8BEN)

COMPENSATION RANGE: $6-$8 per hour

ANTICIPATED TRAVEL: none

SUMMARY OF POSITION RESPONSIBILITIES

The Patient Access Specialist serves as the first point of contact for prospective clients entering any of Freedom Health Systems programs. This role is critical to ensuring timely compassionate and efficient intake services for outpatient behavioral health psychiatric rehabilitation (PRP) substance use treatment health home and entitlements case management services.

This role involves receiving referrals conducting intake screenings verifying insurance or funding eligibility coordinating appointments for initial assessments and supporting internal transfers or discharges across contracted service lines. The Patient Access Specialist supports access to care while ensuring compliance with COMAR HIPAA and payer guidelines.

Referral & Intake Processing

• Receive and log incoming referrals from internal and external sources (e.g. providers MCOs hospitals DSS families)
• Conduct initial outreach to referred individuals or guardians to complete intake screening
• Collect required demographic insurance and consent forms prior to service start
• Ensure intake assessments are scheduled with the appropriate clinician or provider
• Track and follow up on pending or incomplete intake files and documentation

Eligibility & Enrollment

• Verify Medicaid or insurance eligibility for all referred individuals
• Confirm program-specific criteria for service lines including PRP OMHC HH SUD and ECM
• Coordinate with billing and credentialing staff to ensure coverage prior to service
• Assist clients with benefits navigation or redetermination referrals when necessary

Inter-Program Transfers & Discharges

• Support internal transfers between programs (e.g. PRP to OMHC HH to SUD)
• Update internal tracking systems and electronic health records when clients are discharged or transferred
• Notify program leads supervisors and administrative staff of transfers and discharges in real-time
• Support coordination of re-engagement efforts for clients lost to follow-up

Documentation & Compliance

• Ensure that all intake documentation is collected uploaded and verified in the EHR system (e.g. ICANotes)
• Maintain accurate logs of all referrals admissions discharges and eligibility status
• Ensure HIPAA-compliant communication and recordkeeping at all times
• Assist with data entry and form submissions required for audits surveys or regulatory reviews

UNSCHEDULED DUTIES AND RESPONSIBILITIES

• Provide front desk coverage or phone reception support as needed
• Assist with appointment reminder calls or patient follow-ups
• Collaborate with clinical and administrative teams to resolve access barriers
• Participate in quality improvement and performance tracking meetings
  

PHYSICAL DEMANDS: Prolonged periods sitting at a desk and working on a computer and frequent meetings via video or phone; occasional in-person site visits

WORK CONDITIONS

• Remote
• Fast-paced deadline-driven environment with collaborative teams
  
  

COMPETENCIES AND SKILLS

• Working knowledge of COMAR Medicaid HIPAA and behavioral health program eligibility criteria
• Proficiency in electronic health record systems (e.g. ICANotes Credible or similar)
• Strong leadership time management and communication skills

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS

Education

• Associates degree in Nursing Healthcare Administration Social Work Psychology Public Health or a related field (required)

Experience

• Minimum 3 years of experience in admissions access management or intake coordination in a behavioral health or healthcare setting
• Experience with Medicaid/MCO systems (e.g. ePREP CRISP)
• Prior experience in behavioral health or case management programs

Required Experience:

Manager