Note: The job is a remote job and is open to candidates in USA. EleVolve is a boutique private-pay psychotherapy practice serving high-achieving women seeking to create more authentic lives. The Intake Coordinator / Client Concierge will support client service, scheduling, intake coordination, and administrative tasks, acting as the first point of contact for clients.
Responsibilities
- Respond to phone calls, emails, and client inquiries in a warm, professional, and timely manner
- Welcome and support clients throughout their experience with the practice, leading every interaction with professionalism and compassion
- Manage lead follow-up and consultation scheduling
- Support booking, scheduling, rescheduling, and cancellations
- Ensure intake paperwork, consent forms, and onboarding tasks are completed accurately and before appointments
- Process client payments and keep payment information secure and up to date
- Assist with EHR, administrative systems, and practice management tasks, keeping records and files organized and current
- Support superbill-related administrative needs
- Coordinate referrals and outside provider outreach as needed
- Assist with light marketing, networking, and practice support tasks
- Help track basic KPIs and support practice growth over time
- Identify opportunities to improve organization, communication, and workflow
Skills
- Polished, dependable, warm, proactive, and highly organized
- Ability to communicate clearly
- Ability to handle emotionally sensitive conversations with maturity and discretion
- Ability to protect confidentiality
- Ability to follow through consistently
- Trainable and coachable
- Tech-fluent
- Comfortable in a fast-moving, founder-led private practice with high standards and room to grow
- Experience in client service, administrative support, intake coordination, patient care coordination, scheduling, or front desk/client experience roles
- Familiarity with Google Workspace
- Familiarity with HIPAA and healthcare privacy standards preferred, but not required
- Comfort learning new systems and technology quickly
- Strong written and verbal communication skills
- Interest or background in psychology, counseling, social work, or mental health is a plus
- Undergraduate or graduate students in psychology, counseling, or social work are welcome to apply
Benefits
- As the practice grows, we plan to offer benefits.
Company Overview