Intake Coordinator – Mental Health Practice

Our growing therapy practice is seeking an additional professional and compassionate Intake Coordinator to serve as the first point of contact for new and current clients. Responsibilities include answering calls and emails, gathering client information, scheduling appointments, and ensuring a welcoming and supportive experience. The Intake Coordinator must maintain strict confidentiality in compliance with HIPAA, provide accurate information about services, and support administrative functions. Strong communication skills, attention to detail, and prior administrative or healthcare experience are required; experience in a mental health setting is preferred. All employees must complete HIPAA training within 30 days of hire.

Key Responsibilities

Respond promptly to phone calls, emails, and inquiries from prospective and current clients.
Collect and document client demographic and referral information in the practice management system.
Conduct initial intake conversations to determine service needs and match clients with appropriate providers.
Schedule new and existing client appointments accurately, coordinating with clinicians’ availability.
Maintain strict client confidentiality at all times in compliance with HIPAA regulations and practice standards.
Provide information about services, fees, policies, and intake procedures.
Monitor client waitlists and follow up with prospective clients as needed.
Support administrative functions such as updating records, processing paperwork, and maintaining accurate schedules.

Qualifications

High school diploma or equivalent (associate’s or bachelor’s degree preferred).
Previous administrative, healthcare, or customer service experience required; prior mental health office experience strongly preferred.
Strong communication and organizational skills with a professional and compassionate demeanor.
Ability to manage multiple tasks in a fast-paced environment.
Proficiency with scheduling software, electronic health records, and general office technology.
Knowledge of HIPAA requirements and commitment to confidentiality.

Reporting Structure
Practice Manager or Clinical Director.

Employment Type
Full-time or Part-time (depending on practice needs).

HIPAA Compliance
All employees are required to complete HIPAA training within 30 days of hire and to follow all federal, state, and practice-level confidentiality and privacy regulations at all times.

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 30 per week

Work Location: Remote

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