Patient Intake & Care Coordinator Lead

The Hello Team

. Manage inbound patient inquiries and convert leads into scheduled evaluations .

Posted 10/16/2026full-timeRemote • United StatesSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in patient intake, insurance verification, and care coordination while maintaining HIPAA compliance and confidentiality. Proficient in managing multiple cases, utilizing CRM/EMR systems, and providing exceptional communication and organizational skills.

Highest-signal resume keywords

Patient Intake ManagementInsurance VerificationCRM/EMR Systems ProficiencyLeadership PotentialExcellent Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Patient IntakeInsurance VerificationPrior AuthorizationDocumentation ManagementCase TrackingSchedulingHealthcare CoordinationProcess ImprovementConsultative Phone SalesLead Conversion

Soft Skills

EmpathyProfessionalismOrganizational SkillsAdaptabilityReliability

Tools & Technologies

CRM SystemsEMR SystemsEHR SystemsMicrosoft OfficeDocument Management Tools

Industry Keywords

U.S. Medical Office AdministrationHIPAA ComplianceBehavioral HealthPsychiatryU.S. Commercial Insurance Processes

About the role

Key responsibilities & impact

Manage inbound patient inquiries and convert leads into scheduled evaluations
Serve as the primary point of contact for patients from initial inquiry through treatment completion
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
Schedule appointments and maintain accurate calendars
Verify insurance eligibility and benefits
Complete and submit prior authorization and pre-authorization requests
Gather documentation supporting 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
Coordinate scheduling and documentation needs with medical providers
Ensure intake forms and consents are completed
Maintain accurate documentation in CRM/EMR systems
Follow up regarding missing documentation or authorization updates
Support 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 discontinue or pause treatment
Initially perform hands-on intake, insurance verification, and care coordination duties
Potentially help train, mentor, and eventually lead a team
Perform other related tasks

Requirements

What you’ll need

Excellent English communication skills (verbal and written)
Experience in U.S. medical office administration, patient intake, or healthcare coordination
Comfortable handling phone-based communication with patients
Experience using CRM, EMR, or EHR systems
Strong organizational skills and ability to manage multiple cases simultaneously
Previous leadership, supervisory, mentoring, or team training experience
Strong leadership potential and interest in managing a team in the near future
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
Proven ability to meet deadlines consistently in a fast-paced environment
Comfortable working within structured processes and established workflows
Ability to quickly learn new systems, software, and workflows
Proficiency with Microsoft Office (Word, Excel, Outlook), and standard business tools (email, spreadsheets, document management)
Out-of-the-box thinker, highly adaptable, reliable, self-motivated, and confident approach
Positive attitude and the ability to learn and adapt quickly
Ability to understand and follow established processes accurately with minimal supervision
Ability to work U.S. Eastern Time (New York) business hours and adapt to business needs
Interested in long-term career opportunities
Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet
Preferred: Experience in behavioral health or psychiatry
Preferred: Experience working with U.S.-based healthcare organizations
Preferred: Experience in consultative phone sales or lead conversion
Preferred: Experience completing insurance verifications and prior authorizations
Preferred: Strong understanding of U.S. commercial insurance processes
Preferred: Experience improving processes, workflows, or operational efficiency

Benefits

Comp & perks

100% remote work
Full-time position with 40 hours weekly
Great work environment with potential for growth
Clear path to a Team Lead role based on performance
Long-term opportunity
Potential to help train, mentor, and eventually lead a team