Intake Specialist

The Remedy•Vadnais Heights, MN

About The Position

The Patient Intake Specialist is the first point of contact for patients inquiring about services at The Remedy Mental Health. The specialist provides a welcoming, supportive experience, helps potential patients understand treatment options and services, and guides them through the intake process with empathy. The role includes responding to questions, providing information about providers and processes, following up with potential patients as they consider care, and supporting informed decisions. The specialist also works with clinical, administrative, scheduling, and marketing teams to coordinate intake and share feedback that can inform outreach, community engagement, and patient education.

Requirements

High school diploma or equivalent.
1–2 years of customer service experience.
Exceptional phone and interpersonal communication skills and a warm, patient-centered approach.
Ability to multitask and prioritize in a fast-paced environment.
Comfort using scheduling systems, CRM tools, or electronic health records (EHR) systems.
Strong attention to detail and ability to maintain accurate, confidential records.
Team-oriented attitude and ability to collaborate.
Prolonged periods of sitting at a desk and working on a computer.
Ability to lift up to 15 pounds at times.

Nice To Haves

Associate or bachelor’s degree in a related field.
Experience in healthcare or mental healthcare.
Familiarity with HIPAA compliance and patient confidentiality practices.
3+ years of intake experience.

Responsibilities

Answer incoming calls and respond to potential patients’ inquiries with clear, empathetic information about services.
Contact leads generated through online forms, referrals, and outreach efforts, supporting them as they consider care.
Collect and document essential patient information, including personal details, reasons for seeking care, and basic medical history.
Explain services, treatment options, and specialties in a clear and compassionate manner.
Address initial questions about services, providers, and general processes.
Guide patients through the next steps in intake, addressing concerns and offering reassurance.
Follow up with interested potential patients who have not completed intake.
Pass collected patient information to the scheduling team to support appointment scheduling.
Maintain organized and accurate patient records in the system.
Coordinate with clinical, administrative, and marketing teams to support the intake process.
Provide the marketing team with insights and feedback to inform outreach, communication, and patient engagement strategies.
Comply with organizational policies and procedures and maintain confidentiality and HIPAA compliance.
Demonstrate professionalism and support a respectful, inclusive, and welcoming workplace.
Maintain regular and reliable attendance and adhere to the designated work schedule; obtain advance approval for schedule deviations.