Career Opportunities

Patient Services Coordinator

The on-site communication and patient access anchor for a high-touch mental health practice

The Opportunity

KCLA is seeking a seasoned, compassionate, and highly organized Patient Services Coordinator to serve as the primary on-site communications and front-office anchor for our patients and team. Our administrative team handles approximately 1,000 inbound calls per month, as well as messages, scheduling, paperwork, patient follow-up, refill intake, provider requests, and treatment logistics.

This is not a passive reception position. The successful candidate will take ownership of patient needs, close loops reliably, protect the time of clinical and management staff, and help create a calm and welcoming experience for people who may be distressed, overwhelmed, or navigating complex treatment.

What You Will Own

Patient Communication, Education, and Scheduling

• Answer and manage inbound calls, voicemails, texts, email, portal messages, and assigned work queues with warmth, accuracy, and appropriate urgency.
• Educate prospective patients about KCLA’s services, general processes, costs, and next steps using approved information, while appropriately routing clinical questions.
• Build trust, identify administrative or logistical barriers, and follow up consistently with qualified patients to help them move from inquiry to consultation and treatment.
• Schedule and reschedule appointments across psychiatry, Ketamine Therapy, TMS Therapy, Spravato, and other services, while adhering to service-specific requirements.
• Check patients in and out, confirm required information, collect applicable balances, and help maintain an orderly and welcoming reception experience.
• Provide clear routine instructions, close communication loops, and promptly escalate sensitive or urgent concerns.

Insurance, Authorizations, and Billing Support

• Collect and verify insurance information and perform eligibility, benefits, and verification-of-benefits checks.
• Document network status, deductibles, copays, coinsurance, authorization requirements, and available benefit information accurately.
• Prepare, submit, track, and follow up on prior authorizations and requests for additional information.
• Coordinate with patients, insurance plans, pharmacies, clinical staff, the Patient Services and Operations Manager, and KCLA’s third-party billing team to resolve outstanding issues.
• Communicate routine patient financial responsibility, collect balances, and send approved payment links without guaranteeing insurance coverage or payment.
• Maintain accurate billing-related notes, task statuses, supporting documents, and handoffs.

Documentation, Refills, and Provider Support

• Track and follow up on intake forms, consents, insurance information, identification, payment information, releases, and other required documentation.
• Receive refill requests, gather required information, document accurately, route requests to the appropriate clinical team member, and communicate status within established boundaries.
• Support providers and clinical staff with assigned administrative tasks, records, scheduling changes, patient messages, and routine coordination.
• Maintain accurate data, complete daily work queues, and clearly hand off unresolved items before the end of the shift.

Spravato and Treatment Logistics

• Support the Patient Services and Operations Manager with Spravato intake, insurance verification, prior authorization, pharmacy coordination, scheduling, reminders, patient instructions, transportation confirmation, and cancellation backfilling.
• Follow written readiness checklists and immediately flag missing administrative items or changes that could affect treatment.
• Maintain clear handoffs among patients, providers, clinical staff, pharmacy contacts, management, and the billing team.
• Assist with administrative coordination for Ketamine Therapy, TMS Therapy, psychiatry, and other services as assigned.

Patient Engagement and Practice Growth

• Respond promptly to new inquiries and provide thoughtful, accurate, and compassionate guidance about available services and next steps.
• Maintain appropriate follow-up with prospective patients and help qualified patients overcome administrative, scheduling, insurance, and financial barriers to care.
• Accurately document inquiries, status, next steps, and outcomes in the EHR and CRM.
• Support appointment conversion, schedule utilization, cancellation backfilling, referral follow-up, and other patient-access initiatives.
• Assist the Patient Services and Operations Manager with workflows, reporting, administrative projects, and continuous improvement.

Required Qualifications

• At least three years of patient services, medical reception, patient access, care coordination, insurance coordination, or comparable outpatient healthcare experience.
• Direct experience with insurance eligibility and benefits verification, prior authorizations, patient financial responsibility, or medical billing coordination.
• Demonstrated ability to manage a high volume of calls, messages, scheduling requests, and patient tasks without losing accuracy or follow-through.
• Strong patient education, relationship-building, service-recovery, and ethical sales or patient-conversion skills.
• Excellent communication, active listening, judgment, organization, and discretion, including comfort supporting patients in distress.
• Experience with EHR systems, scheduling platforms, shared work queues, spreadsheets, CRMs, and modern office technology.
• Ability to follow detailed written procedures, identify missing steps, document work clearly, and escalate exceptions promptly.
• Ability to work onsite in Los Angeles approximately 40 hours per week within the stated operating window.
• Commitment to confidentiality, professional boundaries, teamwork, punctuality, reliability, and respectful patient care.

Preferred Qualifications

• Experience in psychiatry, behavioral health, infusion services, Ketamine Therapy, TMS Therapy, Spravato, specialty medication, or another complex outpatient setting.
• Experience coordinating with insurance plans, specialty pharmacies, clinical teams, or third-party billing companies.
• Experience using a CRM.
• Relevant associate or bachelor’s degree. Equivalent experience will be considered.

Who Thrives in This Role

• You are warm and patient while still being organized, efficient, and appropriately firm.
• You are comfortable educating prospective patients and following up consistently without pressuring or overpromising.
• You notice missing details, close loops, and do not assume someone else will handle an unresolved request.
• You can discuss insurance, costs, and administrative requirements clearly and confidently.
• You calmly shift priorities, value clear procedures, and know when to ask a thoughtful question or escalate.
• You want to become a trusted long-term member of a small team where individual performance matters every day.

Compensation and Schedule

Expected base pay is $24.04 to $33.65 per hour, approximately $50,000 to $70,000 annualized at 40 hours per week, depending on directly relevant experience, qualifications, and capability. This is a nonexempt position, and overtime will be paid as applicable.

This is a fully onsite position in Los Angeles. The expected schedule is approximately 40 hours per week, Monday through Friday. Scheduled shifts will fall between 8:30 a.m. and 7:30 p.m. and may be staggered to support patient care and office coverage.

Why Join KCLA

• Help people access innovative mental health care during periods when kindness, clarity, and responsiveness matter deeply.
• Join an independent, pioneering practice where excellent execution and individual contributions are visible and valued.
• Build deeper experience across psychiatry, Ketamine Therapy, TMS Therapy, Spravato, patient access, insurance, billing, and healthcare operations.
• Develop toward senior responsibilities in patient services, operations, revenue cycle, or team leadership as the practice grows.

How to Apply

Apply through this posting with a resume and a brief response addressing:

• Your most relevant outpatient healthcare or mental health patient-services experience.
• Your direct experience with insurance verification, benefits checks, prior authorizations, and billing coordination.
• The approximate call or patient volume you handled and one example of successfully guiding a prospective or existing patient through a difficult situation.
• Your availability to work fully onsite within the stated schedule window.

Per Diem IV Ketamine Infusion Registered Nurse

Experienced infusion nurse for a high-touch interventional psychiatry practice

The Opportunity

KCLA is seeking a highly reliable Registered Nurse with direct experience administering ketamine IV infusions to join our on-site team for approximately 10-20 hours per week initially. This role requires a nurse who can enter an established clinical environment, follow detailed protocols precisely, and provide calm, compassionate care to patients with complex mental health needs. The position may grow into a full-time role as patient volume and practice needs expand.

What You Will Own

• Complete pre-infusion nursing assessments, verify orders and readiness criteria, identify changes or concerns, establish peripheral IV access, and prepare and administer ordered medications within RN scope and KCLA protocols.
• Operate infusion pumps and continuously monitor heart rate, oxygen saturation, blood pressure, cardiac rhythm, responsiveness, comfort, and overall clinical status.
• Recognize and respond promptly to adverse reactions, changes in condition, or emergencies using established protocols, clinical judgment, and appropriate escalation.
• Assess recovery and discharge readiness, confirm transportation arrangements, provide approved instructions, and support a safe handoff from the clinic.
• Document assessments, medication administration, monitoring, patient response, interventions, recovery, and discharge accurately and in real time.
• Follow controlled medication handling, inventory, waste, infection control, equipment checks, and emergency readiness procedures while keeping treatment areas consistently prepared.
• Communicate clearly with physicians, advanced practice providers, nurses, and administrative staff, and provide concise handoffs regarding any unresolved clinical or operational issues.
• After competency validation, assist with Spravato observation, patient education, quality improvement, and other nursing duties as assigned.

Required Qualifications

• Active, unrestricted California Registered Nurse license in good standing.
• Current BLS and ACLS certification.
• Direct hands-on experience providing nursing care for IV ketamine infusions, including IV placement, infusion-pump operation, physiologic monitoring, recovery, and discharge.
• Strong clinical assessment skills and demonstrated ability to recognize changes in condition, respond appropriately, and escalate promptly.
• Accurate EHR documentation, disciplined adherence to written protocols and medication-safety controls, and comfort supporting patients who may be anxious, distressed, or experiencing dissociation.
• Reliable availability for variable onsite shifts and the physical ability to perform the essential functions of an outpatient infusion nursing role, with reasonable accommodation where applicable.

Preferred Qualifications

• Experience in psychiatry, behavioral health, cardiac monitoring, moderate-sedation safety practices, or another complex outpatient setting.
• Experience supporting Spravato or TMS programs and interest in expanding responsibilities as the position grows.

Compensation and Schedule

Expected base pay is $45.00 to $55.00 per hour, depending on direct experience with IV ketamine and qualifications. This is a per diem, nonexempt position, and overtime will be paid as applicable. Hours are anticipated to average approximately 10 to 20 per week initially but may vary based on patient volume and coverage needs.

This is a fully onsite position in Los Angeles. Shifts will generally fall between 8:30 a.m. and 7:30 p.m., Monday through Thursday. The role may be converted to full-time based on performance, reliability, patient volume, and practice needs.

Benefits and Growth

• Covered parking with direct access to the suite.
• Continuing education opportunities relevant to approved education or certification.
• Potential pathway to a full-time position with premium PPO medical, dental, and vision insurance; generous paid time off and paid holidays; bonus holiday paid time off based on performance; and an actively managed 401(k), subject to eligibility and applicable plan terms.

How to Apply

Apply through this posting with a resume and a brief response addressing:

• Your direct IV ketamine infusion nursing experience, including the setting, approximate volume, and responsibilities you personally performed.
• Your experience with IV placement, infusion pumps, physiologic or cardiac monitoring, adverse-event response, recovery, and discharge.
• Your current California RN license status, BLS and ACLS certifications, and availability for onsite shifts within the stated schedule window.