We are an integrative mental health office that provides therapeutic services to children, teens, parents and families in the Northern Virginia area. We have a dynamic and diverse team of clinicians located in two offices, as well as virtually, and are looking to add another passionate team member to manage the intake of new clients, as well as to increase our community engagement opportunities.
Candidates should have excellent customer service and interpersonal skills, be independently motivated, and have a desire to help others. Key duties include helping clients find the best clinician for their needs, scheduling appointments, handling client records, processing payments, answering and returning phone calls and email, and assisting the Director of Operations & HR with core day to day operations duties.
Experience in healthcare or mental health scheduling is helpful. Candidates without at least 1 year of administrative experience will not be considered. This is a hybrid position with some time working in office and some time working from home.
ESSENTIAL INTAKE DUTIES (75%)
- Answer phone calls LIVE, respond to emails within 12 hrs, and other inquiries about services.
- Collect necessary information for services, schedule with available clinicians, and support clients through the intake process.
- Provide clients with scheduling and guidance to ensure good fit between client and clinician.
- Set up client record in our Electronic Health Record system ensuring all information, paperwork and payment information is gathered and entered prior to intake appointment.
- Process intake fee prior to first session.
- Maintain the organization and accuracy of client files as they move through the intake and scheduling process using company software and client management system.
- Maintain close communication with the billing team and assist clients with understanding their insurance benefits during the scheduling process.
- Provide clear, detailed communication between the billing team, clients, and clinical staff
- Manage client waiting list and communicate with prospective clients about wait times for services
- Facilitate external referrals for services in cases where we cannot serve client
- Facilitate internal referrals for services and collaboration of care between clinicians
- Follow up with clients who have started services to ensure fit and offer follow up and administrative help where necessary
- Assist with yearly intake of updated client paperwork and documentation
- Address patient complaints and concerns and escalate to management when appropriate
- Work closely with the Director of Operations & HR as well as to solve problems encountered with caseload management and/or schedules
ESSENTIAL ADMINISTRATIVE DUTIES (25%)
- Assist with training and onboarding new clinicians as they learn company processes and procedures for client intake and file management protocols
- Track monthly KPI data (including client conversions, intake data, and other data as requested)
- Provide weekly report of intake data to the Admin team
- Manage release of information requests and file transfer process while maintaining HIPAA standards for privacy and confidentiality
- Manage and order office supplies, food and drinks, and other supplies as needed.
- Ensure HIPAA compliance of client files through following company record-keeping and communication procedures
- Assist with external marketing efforts, community presence at events, and seeking opportunities for visibility of practice
- Miscellaneous project management and other duties as assigned by supervisor
- Contribute to company culture through positive attitude, respectful interactions with clients and staff, innovative ideas, creative solutions, efficiency of processes, and ethical work standards
REQUIRED QUALIFICATIONS
- Minimum of a High School diploma is required for this position
- EXCELLENT interpersonal skills with the ability to effectively work with individuals of all ages, ethnicities, personal backgrounds, sexual orientations, gender identities, or religious affiliations
- Customer service skills – an empathetic, active listener, who has strong follow through skills and understands the importance of providing compassionate customer service.
- Critical thinking skills – the ability to think creatively, problem solve, work independently, and identify how to best address the issues a patient may be experiencing.
- Solid written and verbal communication skills
- Capable of maintaining client confidentiality and abiding by HIPAA rules and regulations
- Ability to exhibit professionalism and a friendly demeanor, over the phone, via written communications, and in person
- Proficient and comfortable with computers and technology to update information in various databases and programs. We are a technology-driven practice and always strive to use the latest technology in our administrative offices. Comfort with technology is a requirement for this position.
- Strong organizational skills and ability to prioritize multiple and competing tasks
- Possess excellent time-management skills and be capable of working well independently.
PREFERRED QUALIFICATIONS
- 2 years or more of experience scheduling or providing administrative support in a healthcare setting
- Experience with an Electronic Health Record System (EHR)
- Experience with a Customer Relationship Management System (CRM)
- An interest in psychology, counseling, the behavioral sciences, social work, or healthcare is preferred
- 2 or 4-year degree in business administration or social service field
JOB DETAILS
- This is a part-time position - our office hours are Monday through Saturday 8 am to 8 pm. We expect phone calls to be LIVE answered for a period of 4 hours/day and intake inquiries to be returned same day
- Salary range for this position is $19,000 - $31,000 depending on qualifications and experience
BENEFITS
- Paid Time Off (PTO) & Paid Holidays
- Ability to work from home
- Medical, Vision, & Dental insurance (at full-time hours)
- Short Term Disability Insurance (at full time hours)
Join The Wise Family's team where you can make a meaningful impact by supporting youth and families through our innovative services. If you are organized, communicative, and passionate about helping others, we invite you to apply for the Intake Specialist & Office Coordinator position today.
Interested applicants must submit a resume and an introduction video. Thank you for your interest in joining our team!
Job Type: Part-time
Pay: $19,000.00 - $31,000.00 per year
Expected hours: 20 – 30 per week
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Vision insurance
Schedule:
- 4 hour shift
- Monday to Friday
Experience:
- Administrative experience: 1 year (Preferred)
Ability to Commute:
- Alexandria, VA 22314 (Preferred)
Ability to Relocate:
- Alexandria, VA 22314: Relocate before starting work (Required)
Work Location: Hybrid remote in Alexandria, VA 22314