Intake Coordinator

Native American Mental Health Services; Redding (CA); On-site; USD 34,000 - 47,000; Full time

Job summary

Native American Mental Health Services is seeking an Intake Coordinator to serve as the primary liaison between patients and the assessing provider. You will ensure patients are prepared for initial assessments, support onboarding into ongoing behavioral health services, and assist with documentation, scheduling, and coordination across care teams.

You will educate patients on clinic processes, ensure confidentiality, and help resolve barriers to timely enrollment.

Qualifications

• High school diploma or equivalent required.
• Minimum one year of healthcare, behavioral health, patient access, scheduling, care coordination, or medical office experience preferred.
• Experience with Electronic Health Records systems preferred.
• Strong organizational, communication, and customer service skills.

Responsibilities

• Coordinate pre-assessment activities and ensure documentation is complete.
• Assist with enrollment and onboarding into ongoing behavioral health services.
• Schedule long-term providers and coordinate warm hand-offs between teams.
• Support pharmacy coordination and medication-related needs after assessments.
• Complete patient checkout and verify future appointments are scheduled.
• Maintain confidential and HIPAA-compliant documentation in the EHR.

Skills

Interpersonal skills

Relationship building

Organizational skills

Communication skills

Customer service skills

Education

High school diploma or equivalent

Tools

Microsoft Office

EHR systems

Job description

The Intake Coordinator serves as the primary liaison between patients and the assessing provider. This position is responsible for ensuring patients are fully prepared for their initial assessment, facilitating a smooth transition into ongoing care, and providing support throughout the onboarding process. The Intake Coordinator assists with collecting required documentation, coordinating scheduling, supporting medication-related needs, and ensuring patients successfully connect to their permanent care team.The role is designed to provide a seamless patient experience from first contact through successful enrollment in ongoing behavioral health services.Essential Duties and ResponsibilitiesPre-Assessment CoordinationContact patients prior to their assessment appointment to ensure all required documentation has been completed.Obtain and upload necessary information, insurance cards, identification, consents, and other required documentation.Review patient accounts for completeness and accuracy within the Electronic Health Record (EHR).Identify any outstanding registration requirements.Educate patients regarding appointment expectations, technology requirements, and clinic processes.Troubleshoot barriers that may delay or prevent completion of the assessment process.Assessment Support & Care TransitionMeet with patients following their assessment to facilitate transition into ongoing treatment services.Schedule patients with their long-term medication management provider, therapist, or clinic based on provider recommendations.Coordinate warm hand-offs between the assessment provider and ongoing treatment teams.Ensure continuity of care by communicating scheduling needs, treatment recommendations, and follow-up requirements.Medication & Pharmacy CoordinationAssist patients with pharmacy selection and medication-related administrative needs following assessment appointments.Coordinate communication between patients, providers, medical assistants, and pharmacies.Patient Checkout & Administrative SupportComplete patient checkout activities following assessment appointments.Verify future appointments have been scheduled and patients understand next steps in treatment.Ensure all required documentation is finalized and properly filed within the EHR.Assist with obtaining any remaining missing information, signatures, or authorizations needed for ongoing services.Customer Service & CommunicationServe as a professional, compassionate point of contact for patients throughout the intake and onboarding process.Respond to patient inquiries in a timely and courteous manner.Provide education regarding clinic policies, treatment processes, scheduling expectations, and available services.Maintain confidentiality and compliance with HIPAA regulations.Compliance & DocumentationMaintain accurate and timely documentation within the EHR.Ensure patient records are complete, compliant, and audit-ready.Follow organizational policies, procedures, and regulatory requirements.QualificationsHigh school diploma or equivalent required.Minimum one year of healthcare, behavioral health, patient access, scheduling, care coordination, or medical office experience preferred.Experience working with Electronic Health Records systems preferred.Strong organizational, communication, and customer service skills.Ability to manage multiple priorities in a fast-paced environment.Knowledge, Skills, and AbilitiesExcellent interpersonal and relationship-building skills.Strong attention to detail and accuracy.Ability to coordinate multiple workflows simultaneously.Knowledge of behavioral health services, insurance verification, and scheduling processes preferred.Ability to maintain confidentiality and professionalism.Proficiency in Microsoft Office and EHR systems.Ability to work independently and collaboratively within a team.Working ConditionsPrimarily office-based environment.Frequent telephone, computer, video conferencing, and patient interaction.