Administrative Assistant/Patient Intake Specialist

Patient Intake Specialist (Insurance & Billing Support)

Integrative NP in Psychiatry – Lancaster, NY
Remote Position

About Us

Integrative NP in Psychiatry is a holistic, patient-centered mental health practice dedicated to providing compassionate, comprehensive psychiatric care. We prioritize connection, transparency, and efficiency while supporting patients through every step of their care journey.

We are seeking a warm, organized, and detail-oriented Patient Intake Specialist to serve as a key point of contact for patients and to support our providers with scheduling, insurance coordination, intake completion, and administrative workflows.

This role reports directly to the Administrative & Front-End Lead and works closely with our clinical, billing, and administrative teams.

Key Responsibilities
Patient Intake & Communication

Serve as the primary point of contact for new and existing patients via phone, email, text, and website inquiries.

Reach out to patients to obtain complete demographic and insurance information.

Guide patients through the onboarding process, including next steps, portal access, and intake expectations.

Assist patients with questions related to scheduling, forms, basic practice processes, and telehealth access.

Troubleshoot and support patients with technical issues related to the patient portal or telehealth platform.

Insurance, Billing & Referral Support

Collect, verify, and submit patient insurance information to the billing team for Verification of Benefits (VOB).

Communicate insurance status clearly to patients, including in-network vs. out-of-network status, copays, and cost-sharing.

Create and manage Headway accounts when required.

Reach out to primary care offices to obtain referrals when required by insurance plans.

Confirm patient accounts and ensure insurance information is accurate prior to scheduling.

Scheduling & Coordination

Schedule, reschedule, and cancel patient appointments in the EHR (Jane).

Ensure all required intake forms, consent forms, and documentation are fully completed before appointments are scheduled.

Maintain transparency with providers regarding:

Schedule changes

Patient status

Missing documentation

Insurance or referral issues

Potential disruptions such as weather or technical issues

Proactively communicate with patients to prevent appointment delays or cancellations.

EHR & Administrative Support

Enter and maintain accurate patient information in Jane EHR.

Add patients to medication intake spreadsheets and ensure records are up to date.

Monitor incoming faxes and upload documents to the appropriate patient charts.

Route prescription refill requests through designated Slack channels.

Notify providers of prior authorization needs and ensure clear documentation is provided.

Support providers with administrative tasks such as follow-up calls or messages.

Team Communication & Workflow

Communicate regularly with administrative and clinical teams using Slack.

Utilize Spruce (or similar HIPAA-compliant platforms) for secure communication workflows.

Use Google Workspace (Gmail, Google Docs, Sheets) for documentation and coordination.

Track tasks and communicate clearly regarding assigned, in-progress, and completed responsibilities.

Qualifications & Skills

Prior experience in a medical office, mental health practice, or healthcare setting preferred.

Experience with insurance verification, referrals, or billing support strongly preferred.

Familiarity with Jane EHR, Headway, or similar platforms is a plus (training provided).

Strong phone etiquette with a calm, compassionate, and professional demeanor.

Excellent organizational skills and attention to detail.

Strong written and verbal communication skills.

Ability to manage multiple tasks in a fast-paced, patient-facing environment.

Comfortable troubleshooting basic technical issues related to portals and telehealth.

Ability to handle sensitive information in a HIPAA-compliant manner.

Reliable, team-oriented, proactive, and eager to learn new systems and workflows.

Why Join Us

Fully remote position

Supportive, collaborative team environment

Opportunity to grow with a mission-driven mental health practice

Meaningful work helping patients access quality psychiatric care