Patient Intake Coordinator

Patient Intake Coordinator

As a Patient Intake Coordinator, you will manage the intake process for new behavioral health patients within the Outpatient Psychiatry Service (OPS). Your role involves collecting, verifying, and documenting patient information, screening patients according to departmental guidelines, and entering demographic and behavioral health insurance information into hospital systems. You will provide excellent customer service to patients, families, and clinicians while supporting overall clinic operations.

Responsibilities

• Schedule appointments and procedures for new behavioral health patients in accordance with clinic scheduling and eligibility guidelines.
• Coordinate scheduling with clinicians, families, and clinic locations.
• Respond to referrals and patient/caregiver inquiries and concerns.
• Screen patients and assign cases to the appropriate clinician.
• Support clinician productivity and assist the case management team.
• Document clinical processes and maintain accurate records in hospital systems.
• Coordinate interpreter services as needed.
• Serve as a resource on behavioral health services and care pathways.
• Verify and process patient demographic, referral, and insurance information.
• Obtain insurance authorizations and verify coverage eligibility.
• Review benefits, copays, deductibles, and out-of-pocket costs with caregivers.
• Accurately enter behavioral health insurance and carve-out information into Epic.
• Contact insurance companies directly to confirm coverage when necessary.
• Ensure compliance with HIPAA and departmental policies.
• Screen patients to determine appropriate level of care and service placement.
• Escalate clinical questions or concerns appropriately.
• Determine whether general or specialty behavioral health services are needed.
• Send electronic intake forms to new patients.
• Manage and maintain waitlists.
• Update intake and scheduling information as needed.
• Answer, screen, and route incoming phone calls professionally and courteously.
• De-escalate challenging situations and support families in crisis.
• Triage urgent requests and service needs.
• Monitor and respond to communications from clinicians, patients, and families.
• Provide routine information and assistance within the scope of role.
• Create patient registrations and appointment requests in Epic.
• Perform Patient Experience Representative duties, including greeting and checking in patients, monitoring waiting room activities, and ensuring a positive patient and family experience.
• Partner with clinicians and OPS team members to support high-quality patient care.
• Contribute to an interdisciplinary team environment.
• Complete assigned responsibilities according to intake team schedules.
• Demonstrate exceptional service and commitment to patient-centered care.

Essential Skills

• Proficiency with electronic medical records and healthcare information systems, with Epic preferred.
• Strong analytical and problem-solving skills with the ability to make sound decisions in varying situations.
• Excellent verbal and written communication skills.
• Ability to demonstrate empathy, professionalism, and compassion in challenging situations.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational, planning, and time-management skills.
• Ability to prioritize competing responsibilities in a fast-paced environment.
• Proven ability to collaborate effectively across departments and multidisciplinary teams.
• Knowledge and understanding of HIPAA and healthcare privacy laws.

Additional Skills & Qualifications

• Experience with payroll, data entry, accounting, and payroll tax processing is a plus.

Work Environment

This is an on-site position with working hours from Monday to Friday, 8:30 AM to 5:00 PM.

Job Type & Location

This is a Contract position based out of Brookline, MA.

Pay and Benefits

The pay range for this position is $18.00 - $22.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Brookline,MA.

Application Deadline

This position is anticipated to close on Jul 30, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.