Client Scheduling & Intake Specialist

• 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
• Manage appointment availability, rescheduling requests, and intake scheduling workflows
• Coordinate between clients and providers
• Answer basic questions regarding insurance coverage and therapy services
• Verify insurance eligibility and benefits as needed
• Collaborate with billing to resolve insurance or payment-related inquiries
• Enter and maintain client records in practice management software
• Ensure information is accurate, organized, confidential, and compliant with privacy standards
• Provide administrative assistance for day-to-day clinic operations
• Assist with workflow organization, documentation, and communication tasks
• Conduct appointment-setting activities, qualify prospective clients, and schedule consultations
• Use 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
• Support client retention through proactive communication, appointment reminders, and follow-up outreach

• 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 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
• 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
• Must be available to attend video meetings with camera on when required
• Reliable laptop or desktop computer
• Stable high-speed internet connection, minimum 25 Mbps
• Noise-canceling headset
• Working webcam for virtual meetings
• Quiet and professional work environment

• Dedicated HR & Contractor Support Team
• Premium VPN Access (Optional)
• HIPAA & Cybersecurity Training + Certification (Provided)
• Top 1% VA Performance Training
• Client-Approved U.S. Holidays
• Client-Approved Paid or Unpaid Time Off; paid time off is optional and only if offered by the client
• Access to Tools & Resources
• Optional Performance-Based Incentives; some clients may offer bonuses, incentives, or increased hours based on performance
• These are optional resources and client-approved allowances available to you as an independent contractor; listed resources, training, or allowances are optional contractor perks and not employee benefits