Client Scheduling & Intake Specialist

About this role

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-$8

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.