Job Description

Medical Assistant & Intake Coordinator

TSG Health & Wellness / Behavioral Trauma Recovery Center (BTRC)

Location: Charlotte, NC / In-Office as Required
Employment Type: Part-Time

Position Overview:

TSG Health & Wellness and the Behavioral Trauma Recovery Center (BTRC) are seeking a highly organized, professional, and dependable Medical Assistant & Intake Coordinator to support the day-to-day operations of both service lines. This is a shared support role that combines traditional medical assistant and patient intake responsibilities for TSG Health & Wellness with referral, intake, scheduling, and case coordination support for BTRC .

The ideal candidate is detail-oriented, responsive, comfortable managing multiple workflows, and able to provide excellent customer service to patients, referral sources, law firms, and internal team members. This person must be able to maintain professionalism, protect confidentiality, manage sensitive information, and ensure that intake, scheduling, follow-up, and coordination tasks are handled efficiently and accurately.

This role is best suited for someone who is strong in administrative support, patient coordination, intake management, scheduling, communication, and workflow organization.

About the Programs:

TSG Health & Wellness provides healthcare support services focused on patient access, coordination, and continuity of care.

Behavioral Trauma Recovery Center (BTRC) supports individuals in need of trauma-focused behavioral health services, including clients referred in connection with personal injury matters and other recovery-related needs. BTRC works closely with clients, referral partners, and authorized representatives to ensure smooth onboarding, coordination, and communication.

Core Responsibilities:

TSG Health & Wellness Responsibilities:

• Manage new patient intake and onboarding processes.
• Verify completion of intake forms, consent forms, and required documents.
• Schedule primary care and medication management appointments.
• Send reminders, confirm appointments, and handle rescheduling needs.
• Support patient communication regarding intake status, next steps, and follow-up needs.
• Prepare and organize charts, records, and administrative materials for appointments.
• Update patient information, history, medication lists, and administrative records as assigned.
• Track follow-up appointments and support continuity of care efforts.
• Assist with general front-end medical office workflow and patient coordination.
• Maintain accurate, timely, and organized documentation within assigned systems.

BTRC Responsibilities:

• Respond to law firm, referral source, and client inquiries in a professional and timely manner.
• Collect referral details, intake information, and required supporting paperwork.
• Track letters of protection (LOP) and related intake steps as assigned.
• Coordinate trauma-care scheduling and onboarding for referred clients.
• Assist with authorized status updates and communication with approved contacts.
• Organize referral logs, case tracking systems, and intake workflow records.
• Ensure referral files, scheduling records, and onboarding steps are complete and organized.
• Follow internal procedures for confidentiality, documentation, and communication boundaries.
• Support case-related coordination without providing legal advice or clinical opinions.

General Duties:

• Serve as a professional first point of contact for patients, clients, referral partners, and outside contacts.
• Maintain strong communication with leadership, providers, and support staff.
• Monitor outstanding intake tasks and follow up to prevent delays in service access.
• Keep workflows organized across both service lines while maintaining clear boundaries between programs.
• Support administrative efficiency, patient/client experience, and timely service coordination.
• Perform other related administrative and coordination duties as assigned.

Qualifications:

• High school diploma or GED required.
• Medical Assistant training, certification, or relevant experience strongly preferred.
• Experience in a medical office, behavioral health, intake, scheduling, care coordination, or related administrative environment preferred.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong customer service and professionalism.
• Ability to handle confidential and sensitive information with discretion.
• Strong computer skills and comfort learning electronic systems, portals, and scheduling platforms.
• Ability to work independently, stay organized, and follow through on tasks.
• Experience working with healthcare documentation, referral coordination, or legal/medical administrative processes is a plus.

Preferred Skills:

• Knowledge of intake workflows in healthcare or behavioral health settings.
• Familiarity with appointment scheduling, patient communication, and records management.
• Ability to communicate clearly with both professional partners and individuals seeking services.
• Experience tracking deadlines, missing documents, referrals, and onboarding steps.
• Strong attention to detail and accuracy in data entry and documentation.

Important Role Boundaries:

This position is an administrative and coordination role. The individual in this position does not provide therapy, medical diagnosis, legal advice, or independent clinical decision-making unless separately licensed, authorized, and assigned to do so by the organization.

Ideal Candidate:

The ideal candidate is someone who:

• Works with urgency and professionalism.
• Communicates clearly and respectfully.
• Can manage intake, scheduling, and follow-up without constant supervision.
• Is comfortable working across two related but separate service lines.
• Understands the importance of confidentiality, accuracy, and timeliness.
• Takes pride in keeping operations organized and moving forward.

Why Join Us:

This is an opportunity to be part of a growing organization focused on access, recovery, health, and coordinated support. The selected candidate will play an important role in helping patients and clients successfully enter care, stay connected, and receive organized support from first contact through ongoing coordination.

Compensation:  Compensation is based on experience, qualifications, and overall fit for the role.

The Ship Group Holdings is dedicated to advancing lives and empowering individuals to deliver exceptional customer experiences daily. With operations spanning two countries and over seven years of service, we have successfully launched more than 20 community initiatives, achieving a 98% client satisfaction rate. Our diverse network includes brands such as Resolute Home Care, TSG Transportation, The Black Therapy Network, and TSG Behavioral Health & Community Services, all committed to fostering growth and development among our employees and the communities we serve.

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