A dedicated, remote intake coordinator who answers new patient inquiries, collects registration and insurance details, and books the first visit during your US hours. Trained on HIPAA-aligned data handling, managed by RevHires, from $6 to $15 per hour.
You spend marketing dollars and referral goodwill to get a new patient to reach out. Then the inquiry lands in a shared inbox, the intake forms come back half complete, insurance is missing, and the first appointment slips a week. Some of those patients never make it to a visit at all.
When you hire a patient intake coordinator through RevHires, a dedicated, managed coordinator owns that first stretch: fast response to calls and web forms, complete registration, insurance capture, signed documents and a booked first visit. They follow your intake SOPs exactly, are scored on daily QA, and are replaced at no extra staffing charge if they fall short of the standard.
A patient intake coordinator, also known as an intake specialist, patient access representative or new patient coordinator, manages everything between a patient's first contact and their first appointment. They respond to inquiries and referrals, collect demographics and insurance details, send and track intake forms and consents, confirm coverage requirements and schedule the initial visit. In specialty, behavioral health and therapy practices, they also screen inquiries against your service criteria so providers see patients the practice can actually treat.
Responds to calls, web forms, chat and email from prospective patients within your target window. Answers practice questions from your approved FAQ, captures contact and reason-for-visit details, and moves each inquiry to a clear next step instead of letting it sit in a shared inbox.
Applies your intake criteria to each inquiry: services offered, age range, accepted payers, location and provider fit. Uses your screening script exactly, routes clinical criteria to licensed staff, and politely redirects patients you cannot serve so they are not left waiting for an answer.
Builds the patient record in your EHR or practice management system with complete demographics, emergency contact, guarantor and communication preferences. Searches for existing records before creating new ones, which keeps duplicate charts out of your master patient index.
Collects front and back insurance card images, subscriber details and any secondary coverage. Runs or requests eligibility verification and flags out-of-network plans, referral requirements and authorization needs before the first visit is booked, not after.
Sends intake packets, consent forms, privacy notices and questionnaires through your portal or forms tool. Tracks completion, follows up with patients who stall, and confirms every required document is signed before the visit so providers do not lose time at check-in.
Requests prior medical records, imaging and referral notes from outside providers using your release forms. Logs each request, follows up on outstanding records, and attaches what arrives to the chart ahead of the first appointment so the provider walks in prepared.
Books the initial appointment into the right new patient slot with the right provider. Confirms preparation instructions, arrival time, what to bring and your cancellation policy, then sends confirmations and reminders through your approved channels.
Keeps a clear status on every open intake: new, screening, awaiting forms, awaiting insurance, scheduled. Reports daily on inquiry volume, conversion to booked visits and stuck files, so you can see exactly where new patients drop off and why.
Every profile includes a voice clip, enterprise background, English level and a scored role play.
Intake candidates work a mock new patient file from first call to booked visit. They screen the caller against sample practice criteria, build a registration record, spot a missing secondary insurance and a duplicate chart, and schedule into the correct new patient slot. We grade completeness and accuracy line by line. They also complete an empathy role play with an anxious first-time caller, an English comprehension test, and a privacy drill on what they can and cannot share.
BLS has no separate intake coordinator category, so the US figure uses the national median for interviewers, except eligibility and loan, the federal group that covers admissions and patient registration titles. We add a 30% load for payroll taxes and benefits; recruiting and turnover are excluded. Through RevHires, a full-time hire in this role typically earns $6 to $15 per hour. The RevHires figure uses the top of that range, $15 per hour at 40 hours, paid direct to your hire or through RevHires, plus one flat placement fee. Want the team managed for you? Done-for-you pricing is covered on your strategy call.
Your ICP, offer, scripts, tools and targets.
Your tone, scripts and objection tree, trained in.
Live role plays against your real objections.
Scorecard set to your definition of good.
Dials, tickets or tasks, with daily reporting.
One all-inclusive rate, month to month, based on your hours and team size. No payroll tax, benefits or recruiting fees. Quick replacement on every managed plan.
Through RevHires, a full-time patient intake coordinator typically earns $6 to $15 per hour, about $1,040 to $2,600 per month, paid direct to your hire or through RevHires. You pay one flat placement fee, and only when you hire. Want the team managed for you? Done-for-you pricing is covered on your strategy call.
In seven days. Day 1 is discovery on your intake criteria, forms and systems. Days 2 to 3 are SOP Voice Cloning on your scripts and screening rules. Days 4 to 5 are scenario training on real inquiry types, from straightforward bookings to patients you cannot serve. Day 6 is QA calibration with your team, and Day 7 they start working new inquiries.
Yes. Our coordinators are college-educated with near-native English, and we screen specifically for patience and empathy with first-time callers. Training covers your practice's voice, how to explain next steps simply and when to slow down. Daily QA reviews include tone, not just accuracy, so the first impression patients get matches the care they will receive.
Your US hours, in your time zone. Many practices extend intake coverage into early mornings and evenings because that is when prospective patients call or fill out web forms. Faster response to new inquiries is often the difference between a booked visit and a lost one, so we schedule shifts around your inquiry volume.
Every coordinator is scored on daily QA scorecards that sample completed intakes for missing fields, duplicate records, insurance accuracy and script adherence. A RevHires pod lead coaches on misses, and you get a weekly performance review with the numbers. You set the definition of a complete file, and we hold the coordinator to it.
Every engagement includes NDAs and documented data handling protocols, and RevHires signs a BAA with healthcare clients. Coordinators are trained on HIPAA-aligned data handling, including identity verification and consent workflows, before they go live. They work inside your EHR, portal and forms tools with access you assign and can revoke at any time.
We replace them quickly at no extra staffing charge and train the replacement on your intake SOPs before they handle a single inquiry. You are month to month, so there is no long contract to wait out. Daily QA scoring and weekly reviews mean fit issues usually surface early, often before your team notices them.
See the shortlist, hear the voice clips, and get the right hire in front of your buyers fast.