Patient Intake and Enrollment Coordinator

We are hiring a Patient Intake and Enrollment Coordinator to support a growing group mental health practice. This role will be responsible for managing new patient inquiries, coordinating the intake and enrollment process, maintaining accurate patient records and tasks, and ensuring a smooth and responsive patient onboarding experience.

The ideal candidate has experience in healthcare or mental health administration, excellent patient communication skills, strong organizational abilities, sound judgment, and the ability to learn new systems independently. Experience with Athena Health is highly preferred, although strong candidates with comparable EHR experience who demonstrate the ability to learn independently will also be considered.

Key Responsibilities

Patient Intake & Enrollment:

• Monitor and manage incoming prospective patient inquiries across the practice website, email, phone, and other referral channels.

• Provide timely, professional, and patient-centred responses to new inquiries during scheduled working hours.

• Coordinate patient intake forms and required documentation.

• Follow up with prospective patients regarding incomplete intake paperwork and outstanding enrollment requirements.

• Secure credit card information on file as part of the patient enrollment process.

• Maintain accurate intake status and ensure required documentation is completed prior to patients' first appointments.

• Support a smooth and professional patient onboarding experience from initial inquiry through enrollment.

• Screen and route inquiries according to established practice criteria.

Patient Follow-Up & Administrative Coordination:

• Conduct proactive follow-up with prospective patients who have not responded to previous outreach.

• Follow up on administrative tasks and outstanding patient requirements within the EHR.

• Follow up with patients regarding late cancellations and no-shows as appropriate.

• Manage the practice cancellation list and waitlist.

• Monitor outstanding tasks and ensure appropriate follow-up is completed.

• Maintain clear and accurate notes regarding patient status, outreach attempts, and next steps.

EHR & Practice Coordination:

• Maintain patient records, intake information, tasks, and status updates within Athena Health.

• Coordinate clinician availability and scheduling as part of the intake and enrollment process.

• Monitor relevant workflows and administrative task queues within the EHR.

• Learn and independently navigate Athena Health using available platform training, practice SOPs, and workflow documentation.

• Communicate effectively with patients, clinicians, and relevant third parties as needed.

• Escalate clinical questions, potentially inappropriate referrals, or matters requiring clinical judgment to the practice owner.

Required Qualifications:

• 3+ years experience in healthcare, mental health, medical administration, patient intake, or a similar administrative environment.

• Strong patient-facing communication skills and a professional, empathetic communication style.

• Excellent organizational and time-management skills.

• Strong attention to detail and accuracy when managing patient information and administrative workflows.

• Sound judgment and the ability to recognize when an issue should be escalated.

• Ability to manage multiple inquiries, follow-ups, and administrative tasks independently.

• Strong verbal and written communication skills in English.

• Ability to learn new systems and workflows independently.

• Reliable availability during agreed-upon Eastern Time practice hours.

Preferred Qualifications:

• Hands-on experience with Athena Health / Athena One.

• Previous experience supporting a mental health practice or behavioral healthcare environment.

• Experience with patient intake, enrollment, referrals, scheduling, or EHR-based administrative workflows.

• Experience managing patient waitlists, cancellation lists, or follow-up workflows.

• Experience working in a remote administrative or virtual assistant capacity.

Required Skills & Tools:

• Athena Health / Athena One, or comparable EHR experience.

• Patient intake and referral management.

• Email and website inquiry management.

• Patient communication and follow-up.

• EHR-based task and record management.

• Strong organisational, administrative, and communication skills.

• Ability to learn new systems through online training and documented SOPs.

Schedule & Pay:

• Part-Time position; Monday - Friday EST (2 hours per day).

• Pay ranges from R 3,500 - R 4,000 per month.

• Annual raises and confirmed holidays.

• Potential to increase to 20 hours per week as the practice and referral volume grow.

System Requirements:

• Internet speed of at least 20 Mbps.

• Computer with a 2.4 GHz processor or higher.

• 8 GB of RAM or higher.

• Windows 10 or newer, or Mac OS X 10.10 or newer.

• HD 720p webcam.

• Headset with a microphone.

Benefits:

• Fully remote work environment.

• Opportunity to work with growing mental health practice.

• Work directly within established patient intake, enrollment and administrative workflows.

• Opportunity for increased hours.

If you are an organized, patient-focused healthcare administrator who communicates professionally, learns systems quickly, and can take ownership of patient intake and follow-up workflows, we'd love to hear from you!