Remote Patient Intake & Care Coordinator

Job Summary:

The Patient Intake & Care Coordinator is responsible for managing inbound patient inquiries, converting leads into scheduled evaluations, completing insurance verification and pre-authorizations, and coordinating care between patients and providers. This role requires strong spoken and written English, confidence on phone calls, familiarity with U.S. medical insurance processes, and the ability to manage multiple active cases simultaneously. The coordinator serves as the primary point of contact for patients from initial inquiry through treatment completion.

Key Responsibilities:

Patient Communication & Scheduling

• Answer inbound calls from prospective and active patients
• Respond to emails and messages in a timely, professional manner
• Explain services, treatment processes, and next steps clearly
• Convert qualified inquiries into scheduled evaluations
• Schedule appointments and maintain accurate calendars

Insurance Verification & Pre-Authorizations

• Verify insurance eligibility and benefits
• Complete and submit prior authorization and pre-authorization requests
• Gather required documentation to support medical necessity
• Follow up with insurance payers to obtain approval status
• Track authorization approvals, denials, and expirations
• Communicate coverage details and financial responsibility to patients clearly

Care Coordination

• Coordinate scheduling and documentation needs with medical providers
• Ensure required intake forms and consents are completed
• Maintain accurate documentation in CRM/EMR systems
• Follow up with patients regarding missing documentation or authorization updates
• Support continuity of care through proactive communication

Follow-Up & Retention

• Follow up on missed calls and unconverted leads
• Maintain organized tracking of active and pending cases
• Conduct check-ins with active patients
• Re-engage patients who discontinue or pause treatment
• Perform other tasks related to the position.

Required Qualifications

• Experience in U.S. medical office administration, patient intake, or healthcare coordination.
• Excellent English communication skills (verbal and written).
• Comfortable handling phone-based communication with patients.
• Experience using CRM, EMR, or EHR systems.
• Strong organizational skills and ability to manage multiple cases simultaneously.

Preferred Qualifications

• Experience in behavioral health or psychiatry.
• Experience working with U.S.-based healthcare organizations.
• Experience in consultative phone sales or lead conversion.
• Experience completing insurance verifications and prior authorizations.
• Strong understanding of U.S. commercial insurance processes.

Important Requirements

• Must work full U.S. Eastern Standard Time hours (9 AM - 5 PM EST).
• Must be comfortable making and receiving calls to/from patients and insurance companies.
• Must maintain HIPAA compliance and confidentiality standards.
• Must demonstrate professionalism, empathy, and strong follow-through.
• Out-of-the-box thinker, proactive, reliable, organized, detail-oriented, self-motivated, and confident approach.

• Positive attitude and the ability to learn and adapt quickly.
• Excellent time management skills with the ability to work independently with minimal supervision.
• Ability to work in alignment with U.S. Eastern Time (New York time) business hours for at least four hours.
• Interested in long-term career opportunities.
• Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.

Compensation & Benefits:

• 100% remote work.
• Compensation in USD.
• Full-time position with 40 hours weekly.
• Please note that this is a long-term opportunity.
• Great work environment with potential for growth.