Patient Intake & Care Coordinator Lead

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee incoming patient inquiries and transform leads into scheduled evaluations.

• Act as the main point of contact for patients from their initial inquiry until treatment completion.

• Handle inbound calls from both prospective and existing patients.

• Respond promptly and professionally to emails and messages.

• Clearly explain services, treatment procedures, and subsequent steps.

• Schedule appointments and keep calendars accurately updated.

• Verify insurance eligibility and benefits.

• Complete and submit prior authorization and pre-authorization requests.

• Collect documentation that supports medical necessity.

• Follow up with insurance payers to check on approval status.

• Monitor authorization approvals, denials, and expirations.

• Communicate coverage details and financial responsibilities to patients.

• Coordinate scheduling and documentation requirements with medical providers.

• Ensure that intake forms and consent documents are completed.

• Maintain precise documentation in CRM/EMR systems.

• Follow up on any missing documentation or authorization updates.

• Facilitate continuity of care through proactive communication.

• Follow up on missed calls and unconverted leads.

• Track active and pending cases.

• Conduct check-ins with active patients.

• Re-engage patients who have discontinued or paused treatment.

• Initially undertake hands-on intake, insurance verification, and care coordination tasks.

• Potentially assist in training, mentoring, and eventually leading a team.

• Perform other related responsibilities as needed.

⛳️ Requirements

• Exceptional English communication skills, both verbal and written.

• Experience in U.S. medical office administration, patient intake, or healthcare coordination.

• Comfortable managing phone communications with patients.

• Proficient in using CRM, EMR, or EHR systems.

• Strong organizational skills and the ability to juggle multiple cases at once.

• Previous experience in leadership, supervisory roles, mentoring, or team training.

• Demonstrated leadership potential and an interest in managing a team in the near future.

• Must be at ease with making and receiving calls to/from patients and insurance companies.

• Must uphold HIPAA compliance and confidentiality standards.

• Must exhibit professionalism, empathy, and a strong commitment to follow-through.

• Proven ability to consistently meet deadlines in a fast-paced environment.

• Comfortable working within structured processes and established workflows.

• Ability to quickly learn new systems, software, and workflows.

• Proficient with Microsoft Office (Word, Excel, Outlook) and standard business tools (email, spreadsheets, document management).

• A creative thinker, highly adaptable, reliable, self-motivated, and confident.

• Positive attitude with the ability to learn and adapt swiftly.

• Ability to comprehend and accurately follow established processes with minimal supervision.

• Ability to work during U.S. Eastern Time (New York) business hours and adapt to business needs.

• Interest in long-term career opportunities.

• Reliable computer (Windows 10 or newer), dual monitors, and stable high-speed internet connection.

• Preferred: Experience in behavioral health or psychiatry.

• Preferred: Experience collaborating with U.S.-based healthcare organizations.

• Preferred: Experience in consultative phone sales or lead conversion.

• Preferred: Experience in completing insurance verifications and prior authorizations.

• Preferred: Strong understanding of U.S. commercial insurance processes.

• Preferred: Experience in enhancing processes, workflows, or operational efficiency.

🏝️ Benefits

• 100% remote work opportunity.

• Full-time position requiring 40 hours per week.

• Positive work environment with opportunities for growth.

• Clear path to a Team Lead role based on performance.

• Long-term career opportunity.

• Potential to assist in training, mentoring, and eventually leading a team.