Intake and Scheduling Coordinator
2 weeks ago
Job Summary
Our growing counseling practice seeks an energetic, self-disciplined, organized, effective problem-solver to support our team in responding to new clients’ inquiries about our services, scheduling new clients, and collaborating with our clinical staff. A strong emphasis on operational efficiency and outstanding client care is essential to the success of this role.
Our Ideal Candidate:
- is a friendly, effective, and efficient communicator
- is highly organized
- is detail-oriented
- is able to balance multiple and competing tasks
- is compassionate
- has strong computer skills to effectively learn and utilize multiple software platforms simultaneously
- is poised and professional, even under pressure
- enjoys a fast-paced environment with friendly staff
- has professional experience in a high-energy office, preferably in the medical or mental health field
Client Intake Responsibilities include:
- Following established intake process to successfully and smoothly onboard new clients and ensure charts are complete for existing clients
- Responding to client intake calls and contact forms within 24 hours
- Matching clients with best fit therapists for personality and expertise
- Advising potential clients on therapy process
- Extensive use of project management software to ensure timely follow up with all intake tasks
- Maintaining the client intake log based on practice guidelines
- Ensuring all intake forms are completed and uploaded to our electronic medical records (EMR) system
- Charging client-provided credit or debit card for first session, so clinicians can effectively charge card for each session going forward
- Other duties as needed/assigned
Records Documentation Responsibilities include:
- Sending new and needed updated intake documents, ensuring completion, with necessary signatures
- Uploading all intake and supplementary documents to new and existing clients’ charts, noting any missing or needed documentation, so clinical/administrative staff can ensure completion
- Noting missing and incomplete documents in Project Management Tool and update tasks and due dates, as needed
- Checking EMR calendar each day and sending reminders to complete missing documentation to clear alerts
- Documenting HMO authorization requests for additional sessions in our Project Management Tool, and ensuring completion prior to next session
- Responding to inquiries by staff and clients regarding documentation
- Other duties as needed/assigned
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