Intake Specialist

The Remedy; Vadnais Heights (MN); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Paid Time Off

Holiday Pay

Medical Insurance

Health Savings Account

Dental & Vision Insurance

401(k) with Safe Harbor Contribution

Life Insurance & AD&D

Job summary

The Remedy Mental Health in Minnesota seeks a Patient Intake Specialist to be the first contact for patients, guiding them through intake and providing information about services and providers.

You will collaborate with marketing and scheduling teams, maintaining accurate records and ensuring a welcoming, confidential experience for potential patients.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 1–2 years of customer service experience; healthcare or mental health care preferred.
• Exceptional phone and interpersonal communication with a warm, patient-centered approach.
• Ability to multitask and prioritize in a fast-paced environment.
• Familiarity with scheduling systems, CRM tools, or EHR systems.
• Strong attention to detail and maintaining confidential records.
• Team-oriented with a positive attitude and collaboration skills.
• HIPAA compliance and patient confidentiality practices preferred.
• 3+ years of intake experience preferred.

Responsibilities

• Answer incoming calls and respond to inquiries with clear, empathetic information about services.
• Reach out to leads from online forms, referrals, and outreach efforts.
• Collect and document essential patient information and medical history.
• Educate potential patients about services, options, and specialties.
• Guide patients through intake steps and address concerns with reassurance.
• Follow up with potential patients who have not completed intake yet.
• Pass collected information to scheduling team for appointments.
• Maintain organized patient records in the system.
• Collaborate with clinical, administrative, and marketing teams for smooth intake.
• Provide feedback to marketing on outreach and patient engagement.

Skills

Phone & interpersonal communication

Multitasking

Team collaboration

Attention to detail

HIPAA knowledge

Customer service

Scheduling systems familiarity

Education

High school diploma or equivalent

Associate or Bachelor’s in related field preferred

Tools

CRM tools

EHR systems

Scheduling software

Job description

The Remedy Mental Health

Mental health challenges can make simple things feel hard, and hard things feel impossible. At The Remedy Mental Health, we recognize the profound impact compassionate care can have, and we promise to meet our patients wherever they are on their journey. As a member of our team, you’ll play a vital role in supporting the delivery of forward-thinking treatments that provide relief for a range of mental health conditions.

We bring together expert guidance, compassionate service, and personalized support—all in one place, for one reason: to improve the quality of life for those we serve. With locations across the Twin Cities and Western Wisconsin, our mission is to make exceptional mental health care accessible to all.

If you’re passionate about making a meaningful impact and want to be part of a team that values empathy, innovation, and holistic care, we invite you to join us at The Remedy Mental Health. Together, we can transform lives

Position Overview

The Patient Intake Specialist is the first point of contact for patients, offering a welcoming and supportive experience as they inquire about our services. You will help new patients understand which treatments may be the best fit for their needs, while also providing information about our processes, services, and providers. In this role, you will guide patients through the intake process, ensuring that their questions are answered with empathy and supporting them as they make informed decisions about their care. You will also stay engaged with potential patients throughout their decision-making process, providing any additional information or assistance they may need as they explore our services.

In addition to supporting patients, you will work closely with the marketing team to provide feedback and insights that help shape our patient outreach, community engagement, and educational efforts.

Key Responsibilities

• Answer incoming calls and respond to inquiries from potential patients, providing clear, empathetic information about our services.
• Reach out to leads generated through online forms, referrals, and outreach efforts, ensuring they feel supported in their decision-making process.
• Collect and document essential patient information, such as personal details, reasons for seeking care, and basic medical history.
• Educate potential patients about The Remedy’s Mental Health’s services, treatment options, and specialties in a clear and compassionate manner.
• Address initial questions about our services, providers, and general processes, ensuring that each patient feels informed and valued.
• Guide patients through the next steps in the intake process, addressing any concerns and offering reassurance.
• Follow up with potential patients who have shown interest but have not yet completed the intake process, maintaining a supportive and patient-focused approach.
• Pass collected patient information to the scheduling team to facilitate seamless appointment scheduling.
• Maintain organized and accurate patient records within the system.
• Collaborate with clinical, administrative, and marketing teams to ensure smooth coordination of the intake process.
• Collaborate with the marketing team to provide insights and feedback that inform outreach, communication, and patient engagement strategies.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in a related field preferred.
• 1-2 years of experience in customer service; experience in healthcare or mental healthcare preferred
• Exceptional phone and interpersonal communication skills, with a warm, patient-centered approach.
• Ability to multitask and prioritize in a fast-paced environment.
• Comfortable working with scheduling systems, CRM tools, or electronic health records (EHR) systems.
• Strong attention to detail and the ability to maintain accurate and confidential records.
• Team-oriented with a positive attitude and the ability to work collaboratively.
• Familiarity with HIPAA compliance and patient confidentiality practices is preferred.
• 3+ years of intake experience preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Attendance & Schedule Expectations

Regular and reliable attendance is an essential function of this role. The employee is expected to adhere to the designated work schedule and obtain approval in advance for any deviations.

Compliance & Professional Standards

• Comply with all organizational policies and procedures
• Maintain confidentiality and HIPAA compliance
• Demonstrate professionalism and uphold The Remedy’s standards of conduct
• Support a respectful, inclusive, and welcoming workplace environment

Benefits

The Remedy Mental Health offers a comprehensive benefits package to eligible employees, including:

• Paid Time Off

• Holiday Pay

• Medical Insurance

• Health Savings Account

• Dental & Vision Insurance

• 401(k) with Safe Harbor Contribution

• Life Insurance and AD&D

EEO Statement

The Remedy Mental Health is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected status.

Disclaimer

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties may change based on business needs.