Position overview
we are seeking a detail-oriented, compassionate medical intake coordinator to handle new patient intakes, collect and verify information, and support smooth coordination of care in a fully remote environment.
responsibilities
* serve as the first point of contact for new patients, families, and referral sources via phone, email, and online inquiries.
* collect, verify, and input patient demographics, contact details, medical history, and insurance information into the electronic system accurately and quickly.
* conduct initial intake interviews to determine service needs and ensure eligibility based on program or payer requirements.
* explain services, next steps, and basic care pathways to patients and families in clear, empathetic language.
* schedule consultations, follow-up visits, and procedures; coordinate calendars with clinicians and internal teams.
* manage and maintain up-to-date digital patient records, ensuring all intake forms and consents are complete and compliant.
* respond to inbound calls, emails, and messages, triaging urgent requests and routing to the appropriate provider or department.
* assist with basic billing and authorization-related tasks tied to new patient intake (for example verifying coverage and gathering referral or authorization numbers).
* generate simple intake and referral reports, track status of new referrals, and follow up on missing information.
* adhere to hipaa, privacy regulations, and internal policies for data security and patient confidentiality.
qualifications
* prior experience in a healthcare, medical office, intake, admissions, or patient services role; remote experience is a plus.
* strong verbal and written communication skills, with a professional and patient-centered phone and email manner.
* high level of accuracy and attention to detail in data entry, documentation, and scheduling.
* comfortable using electronic health record (ehr) systems, practice management tools, and common office software (email, calendar, spreadsheets).
* ability to manage multiple intakes at once, prioritize tasks, and meet daily or weekly volume targets while working independently from home.
* reliable high-speed internet, quiet workspace, and ability to handle confidential information appropriately in a remote setting.
* high school diploma required; additional education in healthcare administration, medical office, or a related field preferred.
key skills
* customer service and patient relations.
* organization, time management, and follow-through.
* data entry accuracy and record-keeping.
* problem-solving and critical thinking when handling incomplete or complex referrals.
* comfort working in a fast-paced, high-volume, fully remote environment.