INTAKE COORDINATOR (For full time therapy office) MUST KNOW 'THERAPY NOTES' EHR System

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TYPE OF WORK

Full Time

SALARY

(6 a hour)

HOURS PER WEEK

40

DATE UPDATED

Sep 18, 2026

JOB OVERVIEW

The role
We're a behavioral health practice in Florida and we're hiring the person who will often be a client's first human contact with us. You'll answer calls, guide new clients through intake, keep our schedule full, and follow up so no one falls through the cracks. This is a warm, people-first role clients reaching out are frequently anxious or overwhelmed, and how you handle that first call matters as much as the paperwork.

What you'll own
Client communication

Answer inbound calls, voicemails, emails, and portal messages promptly and warmly
Return every new-client inquiry within 24 business hours
Follow up on unreturned calls, unconfirmed appointments, and clients who've gone quiet
Intake & onboarding

Walk prospective clients through what to expect, fees, and next steps
Send and track intake paperwork and consents in TherapyNotes; follow up on anything incomplete
Verify insurance benefits and clearly explain coverage, copays, and deductibles before the first session
Match new clients to the right clinician based on availability, specialty, and payer
Scheduling & administrative

Manage clinician calendars in TherapyNotes; handle cancellations, reschedules, and waitlist fills
Send appointment reminders and reduce no-shows
Collect copays and outstanding balances; coordinate with our billing specialist
Maintain accurate, timely client records and documentation
Weekly report: new inquiries, conversion to booked sessions, no-show rate, outstanding paperwork

What we need
2+ years in a client-facing admin, intake, or patient coordinator role healthcare or behavioral health strongly preferred
Excellent spoken English with a clear, warm, natural phone presence (this is the single most important requirement)
Genuine patience and empathy; comfortable talking with people who are distressed or hesitant
Organized and proactive you track loose ends and close them without being asked
Comfortable learning an EHR; TherapyNotes experience a plus
Basic understanding of US insurance terms (copay, deductible, coinsurance, authorization)
HIPAA-trained and discreet with sensitive personal information
Reliable computer, headset, stable internet with a backup, and a quiet, fully private workspace clients must never be overheard
Plus: experience with mental health intake, appointment reminder systems, or CRM follow-up workflows

What you get
Stable long-term full-time role, consistent hours
Extra Month bonus at end of the year
Full training on our intake process, scripts, and systems
Meaningful work you're the reason someone actually gets into care

To apply, send:
Your resume, noting any healthcare or intake experience
A 60–90 second video/ voice recording introducing yourself and answering: "A client calls, sounds nervous, and says they've never been to therapy before. What do you say?"
How you'd follow up with someone who requested an appointment but never returned your call

Start your message with "INTAKE" so we know you read this. Applications without a voice recording won't be reviewed.

SKILL REQUIREMENT
Office and Administration Client Relationship Management Medical Virtual Assistant
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