Client Scheduling & Intake Specialist

Job Title: Client Scheduling & Intake Specialist

Position type: Full-Time

Work hours: 9:00 AM - 6:00 PM Pacific Daylight Time

Work days: Monday - Friday

Salary: $6 - $7 per hour depending on experience

Job code: NK-TMH

Workplace: Remote

Preferred Candidate Location: Philippines

We are seeking a compassionate, organized, and detail-oriented Mental Health Intake Coordinator to support our growing therapy practice. This role serves as the first point of contact for potential clients seeking mental health services and plays a key role in creating a welcoming and supportive client experience.

The ideal candidate is empathetic, professional, tech-savvy, and highly organized, with the ability to manage multiple moving parts while maintaining confidentiality and attention to detail.

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

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

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 
• 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 be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.