Job Summary

Our growing counseling practice seeks an energetic, self-disciplined, organized, effective problem-solver to support our team in responding to new clients’ inquiries about our services, scheduling new clients, and collaborating with our clinical staff. A strong emphasis on operational efficiency and outstanding client care is essential to the success of this role.

Our Ideal Candidate:

• is a friendly, effective, and efficient communicator
• is highly organized
• is detail-oriented
• is able to balance multiple and competing tasks
• is compassionate
• has strong computer skills to effectively learn and utilize multiple software platforms simultaneously
• is poised and professional, even under pressure
• enjoys a fast-paced environment with friendly staff
• has professional experience in a high-energy office, preferably in the medical or mental health field

Client Intake Responsibilities include:

• Following established intake process to successfully and smoothly onboard new clients and ensure charts are complete for existing clients
• Responding to client intake calls and contact forms within 24 hours
• Matching clients with best fit therapists for personality and expertise
• Advising potential clients on therapy process
• Extensive use of project management software to ensure timely follow up with all intake tasks
• Maintaining the client intake log based on practice guidelines
• Ensuring all intake forms are completed and uploaded to our electronic medical records (EMR) system
• Charging client-provided credit or debit card for first session, so clinicians can effectively charge card for each session going forward
• Other duties as needed/assigned

Records Documentation Responsibilities include:

• Sending new and needed updated intake documents, ensuring completion, with necessary signatures
• Uploading all intake and supplementary documents to new and existing clients’ charts, noting any missing or needed documentation, so clinical/administrative staff can ensure completion
• Noting missing and incomplete documents in Project Management Tool and update tasks and due dates, as needed
• Checking EMR calendar each day and sending reminders to complete missing documentation to clear alerts
• Documenting HMO authorization requests for additional sessions in our Project Management Tool, and ensuring completion prior to next session
• Responding to inquiries by staff and clients regarding documentation
• Other duties as needed/assigned