And the job listing Expires on September 19, 2025
As a part of the administrative team, the Intake Coordinator works under the direction of the Practice Manager. This role is the first point of contact for prospective and returning clients seeking psychotherapy services. The Intake Coordinator’s primary responsibility is to manage the intake process from initial inquiry to scheduling the first appointment. This involves gathering essential client information, verifying insurance benefits, and ensuring a warm, compassionate, and professional experience for individuals seeking mental health support. This role is essential to maintaining smooth client onboarding and ensuring clients are matched appropriately with therapists. The Intake Coordinator works closely with the clinical and administrative team to support the efficient operation of the practice. Additionally, the Intake Coordinator position serves as general office support for the Practice Manager, CEO, leadership team, and clinicians.
Duties/Responsibilities:
* Provides administrative support to the Practice Manager and clinical staff.
* Responds to new client inquiries via phone, email, or web forms in a timely and compassionate manner
* Conducts initial phone screenings to gather relevant client information and determine clinical fit
* Matches clients with appropriate therapists based on presenting concerns, scheduling needs, and insurance or payment method
* Manages and maintain intake documentation and scheduling systems (e.g., EHR platform, calendar)
* Communicates with clients about next steps, including required paperwork and appointment details
* Ensures client confidentiality and compliance with HIPAA and other applicable regulations
* Tracks and follows up on pending intakes or incomplete onboarding processes
* Collaborates with clinicians and administrative staff to manage caseload availability
* Assists with insurance verification or billing questions as needed
* Provides exceptional customer service and maintain a calm, supportive presence at all times
* Provides case management and clinical care coordination support to the clinicians of RWC, including outreach to clients, as needed
* Basic office maintenance; vacuuming, emptying trash
* Other duties as assigned
Required Qualifications and Skills:
* High school diploma or equivalent required; associate’s or bachelor’s degree in psychology, social work, healthcare administration, or a related field preferred OR
* 3+ years of experience in a client-facing administrative role, preferably in a mental health or medical setting
* Excellent communication and interpersonal skills, with the ability to handle sensitive conversations with care
* A commitment to inclusivity, cultural humility, and trauma-informed care
* A calm, empathetic, and professional demeanor
* Strong organizational skills and attention to detail
* Able to work as a team and also able to work independently on tasks assigned
* Proficient in using practice management software, email, and standard office tools (e.g., Google Workspace or Microsoft Office)
* Familiarity with HIPAA regulations and client confidentiality standards
* Ability to multitask and adapt in a fast-paced, client-centered environment
Preferred Qualifications:
* Prior experience with therapy intake processes or EHR systems (e.g., SimplePractice, TherapyNotes, etc.)
* Understanding of common mental health conditions and therapeutic modalities
* A commitment to inclusivity, cultural humility, and trauma-informed care
* Connects with Restored Wellness Counseling’s mission and values
#J-18808-Ljbffr