What your intake coordinator can take off your plate.
Give your clinicians the space to care for people. Your intake coordinator owns scheduling, verification, and the follow-up that recovers no-shows.
- Patient or client scheduling
- Insurance verification and benefits checks
- Initial intake calls and assessments
- Follow-up calls and appointment reminders
- Referral coordination
- EMR/EHR data entry
- Waitlist management
- No-show recovery
Tools that fit your workflow
Discuss the systems your team uses so we can look for the right practical experience.
Experience to look for.
We match HIPAA training, platform fluency, and working hours to your practice.
- 2+ years in healthcare, therapy, or legal intake
- HIPAA training and certification
- Fluent in SimplePractice, TherapyNotes, Epic, or Kareo
- Empathetic, warm phone manner
- Bilingual (English / Spanish) available
A closer look, before you meet.
Your shortlist should help you make a confident decision. Here is how we evaluate the work behind the résumé.
- HIPAA compliance verification
- Patient communication role-play
- EHR proficiency test on client's platform
- Empathy and professionalism assessment
- Reference checks with prior practice managers
What should you budget?
Compare the typical options below. Scope, experience, and working hours will shape the final cost.
Local Intake Coordinator (US)
Turnover-heavy role, expensive to backfill
Temp Agency
No continuity, no HIPAA guarantee
RealHires Remote Intake Coordinator
$0 upfrontHIPAA-trained, 3-day delivery, Lifetime replacement guarantee
Indicative ranges from our role guide. We’ll discuss the placement fee and your requirements before starting a search.
A few good questions.
Are your intake coordinators HIPAA-trained?
Yes. Every healthcare intake coordinator we place completes HIPAA training and signs a business associate agreement before starting.
Which EHR platforms do they know?
Our vetted pool covers SimplePractice, TherapyNotes, Kareo, Epic, Athena, and more. Specify your platform and we match against it.
Can they reduce our no-show rate?
Yes — practices that add a dedicated intake coordinator typically see a 20–35% reduction in no-shows through faster response times and reminder cadences.
How does bilingual intake work?
Many of our intake coordinators are fluent in English and Spanish, which extends your addressable patient base without adding a second hire.
What does a remote intake coordinator cost?
$1,800–$3,000/month vs. $40K–$55K/year plus benefits for a local hire — plus faster time-to-fill.
