Patient Access Representative (Intake Coordinator) | Outpatient Psychiatry

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.

• Hourly
• Full-Time

• $19-$21 per hour

• 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

• Respond promptly and empathetically to inquiries via phone, email, CRM, and online referral portals.
• Conduct initial screenings to determine service fit based on symptoms, insurance, and referral details.
• 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.

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

• Collect and verify insurance information prior to the first appointment.
• Coordinate with insurance providers or VA/Community Care to obtain necessary pre-authorizations.
• Communicate patient financial responsibilities clearly and accurately.

• Communicate consistently with clinical staff, administrators, and referral partners to ensure continuity of care.
• Track and follow up on incomplete intake paperwork or authorizations.
• Document all patient interactions accurately in the EMR and CRM system.

• 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.
• Support team initiatives to streamline workflows and improve access to care for our patients.

• At Colorado Psychiatry Solutions, we are committed to providing hope and healing for treatment-resistant mental health conditions. The Patient Access Representative 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.

• Strong interpersonal and communication skills with a patient-centered mindset
• High attention to detail, confidentiality, and empathy under pressure
• Ability to multitask and prioritize in a multi-provider environment
• Maintains composure with distressed or high-needs patient populations
• Exercises sound judgment when triaging or escalating concerns

• Experience using EMR/EHR software
• Familiarity with insurance verification and mental health billing
• Proficient in use of Google Workspace/Microsoft Office (Docs, Spreadsheets, Calendar, Email)

• High school diploma or equivalent
• At least 1–2 years of experience in a healthcare, behavioral health, or mental health office setting
• Strong communication and customer service skills with a patient-centered mindset
• Working knowledge of mental health billing terms and insurance verification
• Comfortable managing multiple inquiries while maintaining professionalism and empathy

• Associate’s or bachelor’s degree in a healthcare or related field
• Familiarity with mental health treatment modalities (TMS, ketamine, Spravato, etc.)
• Experience supporting military or trauma-exposed populations

• 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

• 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.