Job Title: Client Scheduling & Intake Specialist
Position type: Full-Time
Working Hours: 9:00 AM – 6:00 PM Pacific Daylight Time (PDT), including weekends. The candidate may choose two weekdays as their days off.
Salary rate: $6-$7
Key Responsibilities:
- Respond to incoming calls from prospective clients seeking mental health services.
- Provide compassionate, professional, and empathetic support during initial client interactions.
- Match clients with appropriate therapists based on availability, specialties, and client needs.
- Schedule initial therapy appointments and coordinate therapist calendars efficiently.
- Manage appointment availability, rescheduling requests, and intake scheduling workflows.
- Ensure smooth coordination between clients and providers.
- Answer basic questions regarding insurance coverage and therapy services.
- Verify insurance eligibility and benefits as needed.
- Collaborate with the billing department to resolve insurance or payment-related inquiries.
- Enter and maintain client records within practice management software.
- Ensure all information is accurate, organized, and handled confidentially in compliance with privacy standards.
- Provide administrative assistance to support day-to-day clinic operations.
- Assist with workflow organization, documentation, and communication tasks as needed.
- Conduct appointment-setting activities by engaging prospective clients, qualifying their needs, and scheduling consultations with appropriate providers.
- Utilize consultative sales techniques to build rapport, address concerns, and encourage prospective clients to proceed with mental health services.
- Follow up with leads, missed inquiries, and referral sources to maximize appointment conversions and maintain a positive client experience.
- Support client retention efforts through proactive communication, appointment reminders, and follow-up outreach.
Requirements
- At least 1 year of previous experience handling client intake, appointment scheduling, lead generation, insurance verification, and client communication in a behavioral health setting is highly preferred
- Spanish Bilingual candidates are highly preferred.
- Experience using SimplePractice EHR, Grasshopper VoIP, Go High Level (GHL) CRM, and TherapyFlow or any similar tools is highly preferred
- Ability to manage confidential and sensitive information professionally
- Excellent verbal and written communication skills
- Ability to learn and adapt to new software and systems independently
- High attention to detail and follow-through
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
Originally posted on