Intake Coordinator

Company Overview:

We are a leading mental health practice in Portland, Oregon, committed to providing compassionate and effective care to our community. Our team values ownership, communication, and kindness, and we strive to create a supportive environment where individuals can heal and grow. We are currently seeking a dedicated Intake Coordinator to join our team and play a crucial role in facilitating the intake process for our clients.

Job Description:

As an Intake Coordinator, you will be responsible for managing the intake process from initial client inquiry to intake session, ensuring a seamless experience for our clients while upholding our commitment to privacy and professionalism. Your role will involve both client care and team support, requiring strong communication skills, attention to detail, and a compassionate approach to customer service.

To apply, please submit your resume and a cover letter outlining your qualifications and interest in the position. We look forward to meeting you.

Key Responsibilities:

• Maintain HIPAA compliance at all times, ensuring the confidentiality of client information.
• Manage any client concerns or questions with empathy and professionalism.
• Respond to client emails, phone calls, and texts within 1-2 business days, providing timely assistance and support.
• Guide clients through the intake process, explaining procedures and addressing any questions or concerns.
• Utilize client tracking spreadsheet to track new client inquiries and respond promptly regarding waitlist and provider availability.
• Identify appropriate providers for new client inquiries, schedule consultations, and coordinate intake appointments.
• Set up client portal for intake, assist with paperwork, and facilitate insurance verification or cash pay arrangements.
• Provide transparent information to clients regarding waitlist times, insurance coverage, provider specialties, and other relevant details.
• Maintain equal and fair distribution of waitlist clients and provide appropriate resources for clients seeking alternative treatment options.
• Liaise between clients and staff as needed, ensuring effective communication and resolution of any issues.
• Treat each client with dignity and respect, attending to their preferred names and pronouns.
• Manage client frustrations with kindness and provide options for resolution, seeking consultation from leadership when necessary.
• Provide exceptional customer service and support to clients throughout their treatment journey.

You'll Love Working Here If:

• You are passionate about making a positive impact in the mental health field and contributing to the well-being of individuals in our community.
• You thrive in a supportive and collaborative work environment where teamwork and communication are valued.
• You are dedicated to providing exceptional customer service and enjoy building meaningful connections with clients and team members alike.
• You are organized and detail-oriented, able to manage multiple tasks efficiently while maintaining a high level of accuracy.

Punctuality and timely responses to emails are absolutely critical in this role as an Intake Coordinator at our mental health practice. As the first point of contact for many clients reaching out for support, your promptness sets the tone for their experience with our practice. Here's why punctuality and timely email responses are so crucial:

• Client Satisfaction: Clients often reach out during vulnerable moments, seeking support and guidance. Prompt responses demonstrate our commitment to their well-being and can provide immediate relief and reassurance.
• Efficient Intake Process: Timely responses streamline the intake process, ensuring that clients receive the information and assistance they need to begin their journey toward mental health support promptly. Delays in responses can prolong this process, leading to frustration and potential disengagement.
• Professionalism and Trust: Punctuality and timely communication reflect professionalism and reliability, fostering trust and confidence in our practice. Clients are more likely to trust us with their sensitive information and mental health needs when they see us as responsive and dependable.
• Effective Coordination: Timely responses to emails and inquiries facilitate efficient coordination among team members, ensuring that appointments are scheduled promptly and that all necessary information is communicated effectively.
• Compliance and Privacy: Punctuality in responding to emails helps maintain compliance with HIPAA regulations and other privacy laws by ensuring that client information is handled promptly and securely.
• Positive Reputation: Consistently meeting or exceeding expectations for responsiveness contributes to a positive reputation for our practice, both among clients and within the community.

If these qualities resonate with you, we invite you to join our team and become part of our mission to provide compassionate and effective mental health care to our community.

Qualifications:

• Bachelor's degree in psychology, social work, counseling, or related field (Master's degree or licensed/associate clinician preferred).
• Previous experience working in a mental health setting, preferably in a coordinating or administrative role.
• Strong interpersonal and communication skills, with the ability to build rapport and establish trust with clients and team members.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks effectively.
• Knowledge of HIPAA regulations and other relevant privacy laws.
• Proficiency in electronic health record (EHR) systems and Microsoft Office Suite.
• Commitment to upholding the values of ownership, communication, and kindness in all aspects of work.

To apply, please submit your resume and a cover letter outlining your qualifications and interest in the position. We look forward to meeting you!

Job Type: Part-time

Pay: $28.00 - $30.00 per hour

Expected hours: 25 per week

Benefits:

• 401(k) 2% match
• Flexible schedule
• Free parking
• Life insurance
• Opportunities for advancement
• Paid sick time
• Paid time off
• Paid training
• Professional development assistance
• Work from home

Healthcare setting:

• Clinic
• Outpatient
• Private practice

Schedule:

• Monday to Friday

Application Question(s):

• What is your highest level of education and degree?
• How many years of experience do you have working in the mental health field?

Ability to Relocate:

• Portland, OR 97209: Relocate before starting work (Required)

Work Location: Hybrid remote in Portland, OR 97209