Patient Intake Coordinator

Overview

The Intake Coordinator serves as the “face” of MBS by being the primary point of connection for prospective patients entering Mind Body Sleep. This role creates a welcoming, organized, and efficient intake experience from initial inquiry through successful placement with an MBS clinician. The Intake Coordinator helps patients understand our services, coordinates administrative and insurance requirements, facilitates thoughtful clinician matching, and ensures each new patient is prepared for a smooth transition into care.

Core Responsibilities

01 Referral Management

• Manage incoming referrals received by fax, email, or phone and log each referral in the Referral Database.
• Maintain and update the Referral Database to support timely follow-up and accurate tracking.

02 Initial Patient Connection

• Conduct initial phone consultations with prospective patients.
• Confirm the referring provider and reason for referral (sleep, FND, or general mental health).
• Provide a warm, professional introduction to MBS services and the intake process.
• Gather basic information about presenting concerns and services being sought.
• Explain what patients can expect from the initial evaluation and treatment process.
• Send the Welcome Packet, including the Welcome Letter, Treatment Roadmap handout, and other applicable brochures or resources.

03 Benefits & Financial Readiness

• Verify insurance through Availity or by contacting the insurance plan directly, and upload the verification report to the patient chart.
• Verify and communicate available coverage information and expected copays, deductibles, or other fees.
• Communicate the MBS Cancellation and No-Show Policy.

04 Scheduling & Clinician Matching

• Schedule patients with the appropriate clinician and send the corresponding intake forms.
• Help patients set up and navigate the Client Portal and app, including troubleshooting basic technology difficulties.
• Confirm charts are complete before intake, including required information, credit card on file, updated patient settings, and submitted paperwork.

05 Escalation & Referral Follow-Through

• Identify patients who may require escalation of clinical needs or an outside referral and route concerns according to MBS procedures.
• Send No Contact / Declined Services notifications to referring providers when appropriate.

06 Intake Tracking

• Track intake completion, cancellations, no-shows, and conversion into active treatment.
• Help maintain visibility into the flow of prospective patients through the MBS intake process.

07 Patient and Provider Relations

• Manage patient relations from referral to phone consult to intake ensuring the highest quality customer service
• Create and maintain provider relationships, including reaching out to current referring providers regarding referrals, and establishing relationships with new providers

Join us to be part of a growing team dedicated to providing outstanding patient care through efficient intake processes! We value your expertise in health information management, your commitment to confidentiality, and your passion for supporting patients every step of the way.

Pay: $18.00 - $20.00 per hour

Expected hours: 16.0 per week

Work Location: Remote