Intake Coordinator

Location: Brookline, MA (100% Onsite)
Schedule: Monday Friday | 8:30 a.m. 5:00 p.m.
Assignment Length: 10 12 Weeks

Our client is a nationally recognized academic medical center dedicated to delivering exceptional patient care while advancing research, education, and innovation. They are seeking an Intake Coordinator to support their Outpatient Behavioral Health Services team.

In this role, you will serve as the first point of contact for new behavioral health patients and their families, managing the intake process from referral through scheduling. The ideal candidate is highly organized, compassionate, detail-oriented, and enjoys working in a fast-paced healthcare environment while delivering exceptional customer service.

• Manage the intake process for new behavioral health patients.
• Schedule patient appointments in accordance with departmental scheduling guidelines.
• Coordinate appointments with clinicians, families, and multiple clinic locations.
• Respond to referrals and patient inquiries in a timely and professional manner.
• Screen referrals and route patients to the appropriate clinician or level of care.
• Support clinician productivity through effective scheduling and coordination.
• Maintain accurate documentation within the electronic medical record.
• Coordinate interpreter services when needed.
• Serve as a resource regarding behavioral health services and patient care pathways.

• Collect, verify, and process patient demographic, referral, and insurance information.
• Verify insurance eligibility and obtain required authorizations.
• Review insurance benefits, deductibles, copayments, and patient financial responsibilities with families.
• Accurately enter patient registration and insurance information into the electronic medical record (Epic preferred).
• Communicate directly with insurance carriers when additional verification is required.
• Maintain compliance with HIPAA and organizational privacy standards.

• Screen patients to determine the appropriate level of behavioral health services.
• Escalate clinical concerns appropriately to licensed staff.
• Assist with placement into general or specialty behavioral health programs.
• Distribute electronic intake paperwork to new patients.
• Maintain and manage provider waitlists.
• Update scheduling and intake information as needed.

• Answer and route incoming phone calls professionally and compassionately.
• Support patients and families during challenging or emotionally sensitive situations.
• Triage urgent requests and communicate effectively with clinicians and support staff.
• Respond to patient, caregiver, and provider inquiries while delivering outstanding customer service.

• Register new patients and create appointment requests in the electronic medical record.
• Provide front desk coverage as needed by:
  • Greeting patients and families
  • Checking patients in for appointments
  • Monitoring waiting room activity
  • Ensuring a welcoming, patient-centered experience

• Partner closely with clinicians, behavioral health providers, and administrative staff.
• Contribute to a collaborative, multidisciplinary team environment.
• Support departmental initiatives focused on operational excellence and continuous improvement.
• Perform additional responsibilities and special projects as assigned.

• High school diploma or equivalent required.
• Associate's or Bachelor's degree preferred.

• Previous healthcare, behavioral health, medical office, or patient access experience preferred.
• Experience with patient scheduling, registration, insurance verification, or referrals is highly desirable.
• Experience using Epic or another electronic medical record system is preferred.

• Excellent verbal and written communication skills.
• Strong customer service skills with the ability to demonstrate empathy and professionalism.
• Strong analytical and problem-solving abilities.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple responsibilities in a fast-paced healthcare environment.
• High attention to detail and commitment to accuracy.
• Ability to work collaboratively with multidisciplinary teams.
• Working knowledge of HIPAA and patient confidentiality requirements.

• Two virtual or onsite interviews (approximately 30 minutes each) with the hiring managers.

This is an opportunity to join one of the nation's leading pediatric academic medical centers, known for its commitment to exceptional patient care, groundbreaking research, and collaborative culture. If you are passionate about helping patients and families while supporting a world-class healthcare organization, we'd love to hear from you.