Intake Coordinator

Job Description

Job Description

Salary: $21-$23/hr

Who We Are: As an organization, we place focus not only on our clients, but on our professionals as well. We pride ourselves on creating an environment where we can foster the personal and professional growth of all of our clinicians, and continuously offer opportunities for career development. With openness and collaboration at our core, we recognize the needs of our employees, and work to create a positive work life balance. Through therapy, we believe that ongoing happiness and a better life are possible, and we feel privileged to offer this type of support to our communities.

Why Consider This Role:

The Intake Coordinator will be involved in many of the day-to-day operations of the Intake Department, managing processes methodically and strategically, maximizing productivity for the intake team, and supporting clients in beginning care with the practice. The Intake Coordinator will be responsible for coordinating and responding to new client inquiries, managing new client intake processes, assisting with departmental projects, and representing Counseling Works with warmth and professionalism. The Intake Coordinator may also provide cross functional administrative and operations support to other departments or teams.

We are seeking a warm, motivated, engaged, and detail-oriented person who is comfortable overseeing and handling daily operations and intake processes, and can work autonomously with a go-getter approach. The ideal candidate will be able to work independently, troubleshoot issues and navigate client conversations with minimal input.

What Youll Do:

• Respond to new client inquiries within 1 business day (phone, text, and/or email)
• Act as the first point of contact for potential and established clients by answering phone calls and responding to emails
• Review intake process, insurance options, and answer questions from potential clients including questions regarding the therapy process, schedule, fee and insurance information, and other relevant policies
• Conduct screening questions with every new client that schedules an appointment to better match client with Counseling Works Clinician
• Understand and be able to communicate the full scope of services to potential clients
• Provide additional administrative support to Director of Operations, or Practice Operations Manager
• Create reports based on client satisfaction surveys
• Schedule appointments for clients in TherapyNotes
• Track referral sources, follow-up, and retention of clients using Counseling Works reporting spreadsheets
• Perform record keeping and data file maintenance tasks such as gathering, sorting, scanning and filing digital materials (we function as a paperless practice)
• Represent Counseling Works with warmth and professionalism
• Other clerical and administrative back-up support as needed
• Ongoing support of a positive client experience at Counseling Works
• Additional duties to be determined as the position develops

Education & Experience Requirements:

• Minimum of associate level collegiate degree in healthcare, office administration, human resources, hospitality, or similar field.
• Minimum 3 years of experience in a general office environment with gradually increasing responsibility or equivalent experience.
• Communication and interpersonal skills necessary to interact on a daily basis with internal/external individuals in various circumstances in person, on the phone and in writing
• Excellent customer service and sales skills
• Prior experience in a patient or client-facing support position
• Advanced organizational skills necessary to efficiently prioritize and complete a variety of tasks
• Insurance verification/billing and accounting experience
• Proficient at Excel and G-Suite apps (Gmail, Google docs, spreadsheets, forms, etc.), using Apple Products (Ipads, Macs, Iphone), client management type software, basic level skills in the use of PowerPoint.
• Working knowledge of the mental health field, confidentiality for patient health information, and HIPAA-compliance
• Be resourceful, a self-starter, proactive communicator, and team-oriented

Compensation:

• $21-23/hour

Benefits:

• PTO, Vacation and Sick Time
• Health, Vision and Dental Insurance
• 401k Matching