Intake Coordinator

The Intake Coordinator serves as the primary liaison between patients and the assessing provider. This position is responsible for ensuring patients are fully prepared for their initial assessment, facilitating a smooth transition into ongoing care, and providing support throughout the onboarding process. The Intake Coordinator assists with collecting required documentation, coordinating scheduling, supporting medication-related needs, and ensuring patients successfully connect to their permanent care team.

The role is designed to provide a seamless patient experience from first contact through successful enrollment in ongoing behavioral health services.

Essential Duties and ResponsibilitiesPre-Assessment Coordination

• Contact patients prior to their assessment appointment to ensure all required documentation has been completed.

• Obtain and upload necessary information, insurance cards, identification, consents, and other required documentation.

• Review patient accounts for completeness and accuracy within the Electronic Health Record (EHR).

• Identify any outstanding registration requirements.

• Educate patients regarding appointment expectations, technology requirements, and clinic processes.

• Troubleshoot barriers that may delay or prevent completion of the assessment process.

Assessment Support & Care Transition

• Meet with patients following their assessment to facilitate transition into ongoing treatment services.

• Schedule patients with their long-term medication management provider, therapist, or clinic based on provider recommendations.

• Coordinate warm hand-offs between the assessment provider and ongoing treatment teams.

• Ensure continuity of care by communicating scheduling needs, treatment recommendations, and follow-up requirements.

Medication & Pharmacy Coordination

• Assist patients with pharmacy selection and medication-related administrative needs following assessment appointments.

• Coordinate communication between patients, providers, medical assistants, and pharmacies.

Patient Checkout & Administrative Support

• Complete patient checkout activities following assessment appointments.

• Verify future appointments have been scheduled and patients understand next steps in treatment.

• Ensure all required documentation is finalized and properly filed within the EHR.

• Assist with obtaining any remaining missing information, signatures, or authorizations needed for ongoing services.

Customer Service & Communication

• Serve as a professional, compassionate point of contact for patients throughout the intake and onboarding process.

• Respond to patient inquiries in a timely and courteous manner.

• Provide education regarding clinic policies, treatment processes, scheduling expectations, and available services.

• Maintain confidentiality and compliance with HIPAA regulations.

Compliance & Documentation

• Maintain accurate and timely documentation within the EHR.

• Ensure patient records are complete, compliant, and audit-ready.

• Follow organizational policies, procedures, and regulatory requirements.