Intake Coordinator Position

Intake Coordinator Position (Mental Health Therapy Practice)

Trust Mental Health is seeking a compassionate, organized professional to join our team as an Intake Coordinator.

About Us

Trust Mental Health is a group mental health practice based in San Jose and serving multiple locations in California. We provide comprehensive therapy services to individuals, couples, and families in 18 different languages. Our mission is to connect people with the mental health support they need in an inclusive, warm, and professional environment.

About the Role

We are looking for a friendly, detail-oriented, self-motivated person to manage our intake process. As an Intake Coordinator, you'll be the first point of contact for potential clients seeking mental health services. This is a critical role that requires empathy, professionalism, and excellent organizational skills.

This position is 100% remote and offers the opportunity to make a meaningful impact by connecting people with the care they need.

Main Responsibilities

Phone Support

Return calls to potential clients seeking mental health services and connect them with appropriate therapists. You'll be speaking with people during vulnerable moments in their lives, requiring empathy, patience, and professionalism.

Online Inquiries

Respond promptly to online inquiries for therapy services via email, text, or web form submissions.

Scheduling

Coordinate and schedule first appointments for new clients, managing therapist calendars to ensure efficient booking.

Referral Tracking

Track inquiries using spreadsheets and/or CRM systems, keeping information updated to ensure no potential client falls through the cracks.

Client Management

Use practice management software to add and manage new client information with attention to detail and confidentiality.

Insurance Verification

Answer questions about insurance coverage and verify benefits as needed. You will also working with our biller to answer questions as needed.

Administrative Support

Provide general administrative support to ensure smooth practice operations.

Who You'll Be Working With

As an Intake Coordinator, you'll be speaking with people seeking support for a variety of situations, including but not limited to:

• Individuals experiencing anxiety, depression, or life transitions
• Parents seeking help for their children
• Couples seeking relationship support
• People navigating grief, loss, or family challenges
• Individuals who have experienced trauma or abuse
• Individuals facing difficult life circumstances

Our practice is passionate about providing inclusive therapy to Californians of all races, genders, sexualities, ages, and religions and specializes in providing culturally informed therapy in 18 different languages.

We value empathy, compassion, and respect in all client interactions.

Compensation & Benefits

• This role will begin with a 3-month probationary period at $25 per hour. Based on performance during the first 90 days, there is a possibility for this role to transition to a salaried role with a compensation range between $50,000 - $58,000 yearly.
• Schedule: Full-time, 40 hours per week
• Work Arrangement: 100% remote
• Health Insurance: Comprehensive health coverage offered
• Paid Time Off: Accrued PTO policy
• Paid Sick Time: Accrued sick leave
• After one calendar year and working more than 1000 hours for the year for the company, employees are entitled to opt into 401K and Profit Sharing plan.

Schedule & Availability

• Monday through Friday, 9:30 AM - 6:00 PM, including a 30-minute unpaid lunch break and two paid fifteen-minute breaks.
• Must be reliable and consistently available during scheduled hours

Required Skills

• Excellent communication skills (verbal and written)
• Strong organizational and time-management abilities
• Ability to learn and use new software independently
• Experience managing sensitive and confidential information
• Problem-solving and troubleshooting skills
• Ability to prioritize tasks effectively
• Fluency in English required; bilingual English/Spanish or English/Mandarin is a plus

Personal Qualities

• Self-motivated and proactive
• Detail-oriented and thorough
• Reliable and professional
• Compassionate and empathetic
• Calm under pressure
• Adaptable and responsive to feedback
• Team player with positive attitude

Requirements

Location: Must live and file taxes in California

Experience:

• Ideal: 2+ years of experience as an Intake Coordinator, Intake Specialist, or similar role in a mental health therapy practice
• Minimum: 2-3 years in an administrative support role with experience in an intake role and/or healthcare administration strongly preferred
• Experience as an event coordinator or in B2C (business-to-consumer) sales is also valued
• Experience with scheduling, phone communication with clients/patients, and insurance verification is highly valued, as is experience with SimplePractice EHR, Grasshopper, TherapyFlow or CRM.

Remote Work Experience: Previous remote work experience required

Dedicated home office with quiet, professional workspace

Technical Requirements:

• Reliable computer (Mac or PC)
• High-speed, stable internet connection
• Quality headset or headphones for phone calls
• Webcam for video meetings
• Smartphone

Why Join Our Team?

We love people Our team is warm and diverse, and we love learning

• Make a meaningful difference by connecting people with mental health care
• Work with a supportive, compassionate, inclusive, and collaborative team
• Enjoy work-life balance with remote flexibility
• Grow your skills in the mental health field
• We invest in your training

Application Process

• Complete our first assessment
• Candidates scoring highly will be invited to complete our second assessment
• Candidates scoring highly on the second assessment will be invited to an interview

Click Below to Start Your Assessment

https://guilford-family-

Equal Opportunity Employer

Trust Mental Health is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.