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Intake and Client Care Coordinator

1 month ago

Willowbrook, United States Life Insight Full time
Job DescriptionJob DescriptionSalary: $25-28 per hour

Intake and Client Care Coordinator

Are you looking to utilize your passion for making people feel taken care of and be part of a team devoted to increasing mental health and wellness?


We’re adding to our Client Care team and looking for a part-time Intake and Client Care Coordinator to support the clients and clinical team of our busy practice. Our Client Care team is the first point of contact for clients seeking counseling services. The Intake and Client Care Coordinator is the concierge of our practice, ensuring that we are living up to our motto of “We make getting help simple.” 


Our admin team is the backbone of support for our clinical staff. We know therapists want to be therapists and not worry about things like intake and billing. The Intake and Client Care Coordinator is essential to making sure that the practice operates smoothly and that our clients have a positive, easy, and stress-free experience.


Life Insight is a values-based and mission-driven counseling and psychotherapy practice. We are a warm and engaging group that has been in practice for over 15 years. The stability of our practice is built on a rock-solid foundation of values and intentionality. We have amazing relationships with our colleagues in the community and a reputation for excellent care. 


Check out our website to learn more about who we are and what we’re about.


Reports to: Director of Admin Operations

Hours: 20-25 hours per week Compensation: $25-28/hour based on experience.

Location: This is a hybrid position with two days in the office


The Intake and Client Care Coordinator is responsible for fielding all new client inquiries and converting them into active clients, filling clinicians' caseloads, and managing the client's intake journey.

 

Key Job Duties and Responsibilities:


INTAKE SUPPORT

  • Respond to new client inquiries and schedule intake calls in  a timely manner
  • Review the intake and scheduling process, insurance and self-pay options, the billing process, and fees with potential clients during intake calls
  • Schedule first appointments for new clients in our EHR
  • Send intake paperwork to new clients
  • Coordinate client scheduling with clinicians, including updating internal communication systems
  • Be a point of contact for parents/clients with questions
  • Field client care calls and, if necessary, triage through leadership 
  • Send out practice-wide communication as needed
  • Monitor and track the percentage of calls that become appointments
  • Keep client relationship management software up to date and coordinate data with colleagues weekly
  • Generate monthly reports of referral partners and send out monthly and quarterly thank-you notes/gifts

CLIENT CARE 

  • Ensure client intake paperwork is completed and that all client information is entered completely and correctly prior to the first session
  • Monitor and follow up on active and terminated client lists
  • Send client feedback surveys and monitor/report results
  • Update client information as needed (such as a new address, new insurance, and updated credit card information)

ADMINISTRATIVE TASKS

  • Organize and maintain office supply storage areas
  • Record monthly supply/snack inventory count
  • Ensure the Practice is clean and supplies/snacks are stocked
  • Take out trash and recycling, check rooms, water plants
  • Schedule seasonal and other needed maintenance appointments 
  • Other tasks and special projects as needed

KNOWLEDGE, SKILLS & ABILITIES

  • Strong phone and computer skills are required
  • Have patience and a sense of empathy for our clients
  • Attention to detail
  • Critical thinking skills
  • Calm and level-headed demeanor
  • Professional spoken and written communication skills
  • Strong sense of timeliness and ability to take ownership of assigned tasks
  • Good project and time management skills
  • Ability to adapt when emergencies or urgent requests occur
  • Ability to prioritize tasks and manage multiple requests for support
  • Ability to seek help as needed
  • Ability to work collaboratively with colleagues and be a team player

BENEFITS

  • PTO, 401k, 8 paid holidays, cell phone reimbursement 
  • Fun, engaging colleagues who are passionate about mental health
  • The opportunity to be part of a mission-driven company and make a difference in clients’ lives