About this role
Were Hiring: Patient Intake Coordinator — Mental Health Practice — Remote
Were looking for a Patient Intake Coordinator to join our growing team at The Coordinators (https://coordinators.pro)! Youd be working remotely with our client in the Mental Health / Therapy Practice space.
If youre passionate about discovering your potential, this is the heart of what we do (https://coordinators.pro/manifesto).
In this role, you will serve as the first point of contact for prospective patients, guiding them through the intake process with warmth, professionalism, and responsiveness. You will manage inquiries, coordinate therapist consultations, maintain accurate lead tracking, and help create a seamless experience from first contact through onboarding. This is a highly hands-on, patient-facing administrative role that requires reliability, structure, and proactive communication. The ideal candidate brings experience in patient intake, scheduling, or front-office coordination, communicates with professionalism and empathy, is comfortable learning new systems, and demonstrates strong organization, consistency, and high ethical standards while supporting efficient practice operations.
Responsibilities — Patient Onboarding & Intake
- Handle all inbound patient inquiries via phone, email, and website forms.
- Respond promptly to new inquiries, ensuring timely follow-up throughout business hours.
- Answer questions about the practice and help match prospective patients with the appropriate therapist.
- Schedule complimentary consultation calls with therapists for prospective patients.
- Send client portal invitations and intake paperwork to new patients.
- Respond to basic billing and superbill questions, referring complex billing matters to the billing team.
- Maintain accurate patient information throughout the intake process.
- Track prospective patients through each stage of the intake journey using the practices lead management system.
- Ensure all patient records and intake documentation remain accurate and organized.
Responsibilities — Additional Support
- Assist with outreach and networking initiatives as needed.
- Provide support with social media and marketing projects as capacity allows.
- Support additional administrative and operational projects as assigned.
Requirements and Qualifications
- Experience in patient intake, medical reception, front-office coordination, or customer service (required).
- Experience in a mental health or therapy practice (preferred).
- Strong organizational skills with exceptional attention to detail.
- Excellent written and spoken English with warm, natural, and professional communication; slight accent acceptable provided communication is clear and easy to understand.
- Comfortable speaking with patients by phone throughout the day.
- Strong ability to multitask while maintaining accuracy and responsiveness.
- Experience using EMR systems preferred (training will be provided); quick to learn new software and workflows.
- Psychologically minded with a genuine interest in mental health and patient care.
- Tech-savvy and effective in a remote work environment.
- High integrity and ability to handle sensitive patient information.
- High ethical standards, professionalism, and respect in all patient interactions.
- Willingness to learn, grow, and develop yourself professionally.
Schedule: 20 hours/week
Pay Range: $600 – $700 per month
Equipment: BYO devices
How to Apply:
Visit our careers page, submit your CV, and tell us why youd be a great fit!
A bit about us... The Coordinators is a staffing agency that connects healthcare A-Players with meaningful opportunities and strives for growth. If youre ready to make an impact in patient care, wed love to hear from you. Does the following describe you?
Superb written and spoken English (we assess skills unassisted by AI tools, Grammarly, and ChatGPT).
Entrepreneurial, attentive to others, curious, and hungry for growth.
You can learn more about The Coordinators at https://coordinators.pro or from our founders YouTube podcast.