Intake Coordinator for mental health practice

The Intake Coordinator or Client Care Coordinator is the main point of contact for new clients and the central liaison between clients, therapists, and team members. This is a vital position and requires someone in this role who is dedicated, sees the big picture, pays attention to detail, and is a warm and friendly representative of the practice. We highly value this role, and are always working to set you up for success and support you, knowing that Shapiro Psych could not serve our clients and therapists without you.

Responsibilities

Be available to conduct scheduled and live consultation calls M-F 9-5 CST time Be available for 5 hours per week of work and may grow to 10 over time Conduct intake calls and schedule clients for first sessions (ideally) or consultations with therapists (as appropriate), using the consultation call script and process provided. Perform post-intake tasks according to the checklist provided (send intake forms, welcome email, etc) Follow up with new clients to fill out forms before first session Return client calls, emails, Psych Today messages within 2 hours whenever possible and no later than the next business day. Research referrals for clients who need additional services or higher level of care. Completely fill out contact log for accurate metrics tracking. Collaborate with the practice owner for ongoing process improvement. Identify problems or issues that may negatively affect the business, and proactively alert the practice owner, using the insight from your role to help solve these issues. Perform additional administrative tasks as needed (ie. issuing superbills, helping clients with Mentaya/Thrizer, sending exit surveys). Following up on outstanding balances for private pay clients Post blog posts Create and post social media posts Design and send newsletter Scheduling networking meetings Assisting with coordinating presentations Perform all duties in a HIPAA compliant manner.

Requirements

Experience with Therapy Notes Experience with Wix Experience with Google Workspace Warm, friendly and professional Excellent communication and reflective listening skills HIPAA certification preferred (can provide training if needed) Experience in the mental health field Private, quiet office space with good internet connection Laptop or computer and cell phone Interested in working for the practice long term Measuring Success 90% of consultation calls scheduled are completed. 75% of clients who did a consultation, booked a session/were assigned to a therapist. 50% overall conversion rate These metrics, in conjunction with client surveys and feedback, therapist feedback, and owner experience will be used to determine Intake Coordinator success.