Patient Intake & Office Coordinator – Grand Rapids

Job Description

Work location: In person at the Grand Rapids office.

Salary: $52,000–$62,000 per year

Anticipated start date: January 4, 2027

Work location: In person at the Grand Rapids office.

Psychiatric and Psychological Specialties is seeking a warm, detail-oriented, and highly organized Patient Intake & Office Coordinator for our Grand Rapids office.

This administrative and patient-facing position is responsible for coordinating new patient access and supporting the daily operation of the Grand Rapids location. The coordinator will serve as a primary point of contact for prospective and current patients while helping ensure that scheduling, intake, reception, and front-office workflows are completed accurately and efficiently.

The ideal candidate can independently manage multiple responsibilities while maintaining professionalism, confidentiality, accuracy, and sensitivity to patients’ needs.

Extensive training will be provided for the intake, scheduling, administrative, and office-coordination responsibilities of this position.

• Serve as a primary point of contact for new and prospective patients through telephone, email, and electronic inquiries.
• Respond to new patient inquiries within one business day.
• Explain the intake process, services offered, scheduling options, fees, insurance considerations, and applicable office policies.
• Conduct structured intake screening to support appropriate service and provider matching.
• Schedule therapy, psychiatry, and psychological assessment appointments in the electronic health record.
• Review demographic, contact, insurance, and referral information for completeness and accuracy.
• Send and track required intake forms and supporting documentation.
• Follow up with prospective patients who have not completed the intake process.
• Track referral sources, follow-up activities, and patient engagement.
• Provide a welcoming, professional, and organized experience for individuals beginning care with the practice.

• Support the daily administrative and front-office operations of the Grand Rapids office.
• Ensure that the office is prepared for scheduled patients and providers.
• Coordinate with providers, administrative staff, and practice leadership regarding schedules, supplies, patient needs, and operational concerns.
• Identify and communicate issues that could affect office coverage, patient services, or daily operations.
• Maintain consistent communication with staff working at other practice locations.
• Help maintain an organized, professional, and functional office environment.

• Greet patients, families, and visitors professionally.
• Answer incoming telephone calls, respond to general questions, and route messages appropriately.
• Assist patients with check-in and check-out procedures.
• Collect and verify required forms, identification, insurance information, and payment information.
• Communicate appointment requirements and office policies clearly and professionally.
• Monitor office communications and ensure messages are addressed or directed to the appropriate team member.
• Maintain a professional, organized, and confidential reception area.
• Assist with incoming and outgoing mail, faxes, medical records, and other office correspondence.

• Coordinate patient scheduling across providers, services, and office locations.
• Work closely with clinical and administrative staff to prevent scheduling conflicts and support clear communication.
• Monitor patients’ progress through the intake and scheduling process.
• Maintain accurate and confidential information in the practice’s paperless electronic health record.
• Assist with…