Job Description

Description

Job Description

The Entry-Level Care Coordinator (Intake Coordinator) serves as a key point of contact for patients entering care and supports the clinical team by gathering information necessary for the patient’s initial bio-psycho-social evaluation

This role assists in conducting the initial intake appointment and collecting relevant patient history and background information to support the clinical assessment process. Intake activities are performed in coordination with and under the direction of licensed clinical staff to ensure appropriate evaluation and continuity of care.

The Care Coordinator helps create a welcoming environment for patients while ensuring intake documentation is complete, accurate, and available to providers prior to the clinical evaluation.

Essential Duties and Responsibilities

Patient Intake and Information Collection

• Conduct structured intake appointments with new patients to collect information relevant to the bio-psycho-social evaluation process.
• Gather and document patient information including:
  • demographic information
  • presenting concerns
  • psychosocial background
  • family and social history
  • educational and occupational history
  • prior behavioral health treatment
  • current medications and basic health history
• Document collected information accurately within the electronic medical record (EMR) to assist licensed providers in completing the clinical evaluation.

Coordination with Clinical Staff

• Work collaboratively with licensed clinicians to support the intake and evaluation process.
• Ensure relevant patient history and intake information are available for provider review.
• Communicate pertinent information gathered during intake to appropriate clinical staff.

Scheduling and Care Coordination

• Schedule and coordinate initial evaluation appointments with appropriate providers.
• Ensure required intake forms, questionnaires, and consent documentation are completed prior to the patient’s evaluation appointment.

Administrative and Documentation Support

• Verify patient demographic and insurance information during the intake process.
• Upload, organize, and maintain patient documentation within the EMR.
• Ensure intake records are completed in a timely manner to support clinical workflow.

Patient Support and Customer Service

• Provide a welcoming and supportive experience for patients entering care.
• Answer basic questions regarding services, scheduling, and intake procedures.
• Escalate urgent concerns or clinical issues to licensed providers or clinical leadership.

Compliance and Confidentiality

• Maintain strict adherence to HIPAA and patient confidentiality requirements.
• Follow organizational policies related to documentation, intake procedures, and patient communication.

Requirements

Job Requirements

Education

• Bachelor’s degree required, preferably in psychology, social work, human services, healthcare administration, public health, or a related field.

Experience

• Entry-level role; prior experience in healthcare, behavioral health, social services, or customer service preferred.
• Experience with patient intake, scheduling, or care coordination is a plus.

Knowledge, Skills, and Abilities

• Strong interpersonal and communication skills.
• Ability to build rapport with patients from diverse backgrounds.
• Strong active listening and interviewing skills.
• Ability to collect sensitive information in a professional and empathetic manner.
• Strong attention to detail and accuracy in documentation.
• Ability to work effectively in a fast-paced clinical environment.
• Basic computer proficiency and ability to learn electronic medical record systems.

Additional Requirements

• Ability to maintain patient confidentiality and comply with HIPAA regulations.
• Ability to maintain professional boundaries and understand scope of role.
• Ability to sit or stand for extended periods and use standard office equipment.