Colorado Psychiatry Solutions Intake Coordinator Monument, CO · Colorado Springs, CO · Colorado Springs, CO · Colorado Springs, CO · Full time Company website

Apply for Intake Coordinator

Title: Intake Coordinator

Primary Department Served: Administration

Reports to: RCM Manager

Classification Level:

• Hourly
• Full-Time 

About Colorado Psychiatry Solutions

Colorado Psychiatry Solutions is the area’s premier outpatient mental health practice based in Colorado Springs. We specialize in providing evidence-based, personalized care for individuals facing complex and treatment-resistant psychiatric conditions. Our mission is simple but powerful: to provide hope and healing for treatment-resistant mental health conditions.

We’re a young and dynamic company with a strong foundation and exciting opportunities for growth and cross-training. Whether you’re early in your career or looking to expand your skills, we offer a collaborative environment where initiative is valued, ideas are welcomed, and professional development is encouraged.

Our multidisciplinary team includes:

• A Board-Certified Psychiatrist and veteran with specialized expertise in neuropsychiatric interventions
• A Chief Medical Officer who is dual board-certified in Family Medicine and Addiction Medicine
• A Director of Clinical Services focused on quality patient care and operational excellence
• Experienced Registered Nurses, TMS Technicians, and Care Coordinators working side-by-side to support every step of the patient journey

We value compassion, communication, and teamwork—and we’re looking for someone who shares those values to join us in transforming psychiatric care in our community.

Job Summary

The Intake Coordinator serves as the first point of contact for new patients and referral sources at Colorado Psychiatry Solutions. This role is responsible for facilitating a seamless intake process by gathering required information, verifying insurance eligibility, scheduling initial appointments, and managing new patient leads from multiple channels. The Intake Coordinator uses CRM software to track and follow up with web inquiries, ensuring that prospective patients receive timely and compassionate engagement from their very first interaction.

Key Responsibilities:

Patient Intake & Onboarding

• Respond promptly and empathetically to inquiries via phone, email, CRM, and online referral portals.
• Conduct initial screening to determine appropriate services based on referral source, symptoms, and insurance.
• Guide patients through the intake process, including required forms, documentation, and expectations.
• Schedule initial psychiatric evaluations or consultations in collaboration with clinical and medical staff.

Lead Management via CRM

• Monitor and manage incoming patient web leads using CRM software.
• Track status of leads and conduct timely follow-up communication to convert inquiries into scheduled appointments.
• Maintain accurate lead records and workflows within the CRM to support outreach, tracking, and reporting.

Insurance & Authorization

• Collect and verify insurance information prior to the first appointment.
• Obtain pre-authorizations or coordinate with the VA/Community Care where applicable.
• Communicate patient financial responsibilities clearly and accurately.

Coordination & Communication

• Maintain close communication with clinical and medical staff, the administrative team, and referral partners to ensure coordinated care.
• Track and follow up on incomplete intake paperwork or authorizations.
• Document all patient interactions accurately in the EMR and CRM system.

Process Improvement & Collaboration

• Recommend process enhancements to improve patient experience and intake efficiency.
• Participate in staff meetings and contribute to a positive, collaborative workplace culture.
• Ensure adherence to HIPAA and all privacy/confidentiality standards.

Mission Alignment

• At Colorado Psychiatry Solutions, we are committed to providing hope and healing for individuals facing complex and treatment-resistant psychiatric conditions. The Intake Coordinator plays a critical role in upholding our mission by ensuring that every new patient is treated with compassion, respect, and prompt access to care—from first inquiry to first appointment.

Skill Requirements

• Exceptional communication and interpersonal skills with a patient-centered mindset
• Excellent work ethic and organizational skills; outcome-oriented
• Strong ability to multitask in a multi-provider environment
• Willingness to learn and adapt; ability to manage multiple tasks under stress
• Maintain strong patient boundaries, strict confidentiality, and high integrity
• Exercises sound judgment when triaging patient needs or escalating urgent concerns to clinical staff
• Approaches every interaction with empathy, professionalism, and patience, particularly when working with patients in emotional distress
• Maintains composure under pressure and demonstrates cultural sensitivity, especially when working with veterans, active-duty personnel, and trauma-exposed individuals
• Understands psychiatric terms, treatment tracks (e.g., TMS, ketamine, Spravato), and general mental health service workflows

Qualifications:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred
• Minimum 1–2 years of experience in a medical, behavioral health, or psychiatric setting preferred
• Experience with EMR and CRM systems (e.g., Osmind, HubSpot, Salesforce) strongly preferred
• Working knowledge of insurance verification and mental health billing terminology required
• Strong interpersonal and communication skills, with high attention to detail and empathy
• Ability to manage multiple inquiries efficiently while maintaining excellent customer service
• Proficient in Google Workspace (Docs, Sheets, Calendar, Gmail)

Physical Requirements:

• Full range of body motions, including manual and finger dexterity and hand-eye coordination
• Some sitting, bending, stooping, and stretching 
• Standing and walking
• Occasional lifting of up to 20 pounds
• Must have adequate hearing and speaking ability to communicate with co-workers and others in person, by phone, and via online correspondence

Employee Benefits (Full-Time Employees)

We value our team and are proud to offer a comprehensive benefits package that supports your well-being—both at work and beyond:

• 401(k) with Employer Matching – Invest in your future with our retirement plan and generous match.
• Health Insurance – Quality medical coverage to support your physical wellness.
• Dental & Vision Insurance – Coverage that keeps your smile and sight healthy.
• Paid Time Off (PTO) – Take time to rest, recharge, and take care of what matters most.
• Paid Sick Leave – Because your health comes first.
• Paid Holidays – Enjoy time off for major holidays.
• Colorado FAMLI Leave Program – Paid family and medical leave benefits, as outlined by the state of Colorado.

Colorado Psychiatry Solutions is an Equal Opportunity Employer and does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business needs. Applicants may redact age-related information from additional application materials, including, but not limited to, resumes, CVs, transcripts, and certifications. (DEPARTMENT OF LABOR AND EMPLOYMENT Division of Labor Standards and Statistics POSTING, SCREENING, AND TRANSPARENCY RULES (“POST Rules”) 7 CCR 1103-18)