About Job

This is part time between 12-15 hours a week to start and required to be in office in North Bellevue on Monday, Wednesday and Friday 8am-12pm or 9am-1pm. Hours will increase as additional therapists grow caseloads.

Job Overview
We are a 21 year old practice seeking a reliable and detail-oriented Intake Coordinator/Admin Support person to join our small behavioral health counseling team. The Intake Coordinator will play a crucial role in managing patient intake processes, ensuring that all necessary documentation is collected and reviewed efficiently. This position requires strong communication skills, attention to detail, and the ability to work effectively in a fast-paced environment.

Duties

Essential Duties and Responsibilities:

1. Skills and Abilities:

Excellent verbal and written communication skills.
Strong organizational and time-management skills.
Proven proficiency in Microsoft Word, Excel and MS365. Familiarity with EHR systems. Experience using ChatGPT and other GPT's a plus+.
Ability to handle sensitive and confidential information with professionalism.
Compassionate, patient, and approachable demeanor.

2. Client Intake Process, Scheduling, and Coordination

Act as the primary contact for new clients, addressing inquiries via phone, email, or in person in a professional and welcoming manner.
Conduct preliminary screenings to identify and assess client needs.
Create new client profiles in the Therapy Appointment system by gathering essential details, including personal information, presenting concerns, and insurance/payment information.
Assign and manage electronic intake forms, ensuring they are completed prior to the client’s first session.
Review and score assessment tools from intake documentation, forwarding the results to the assigned counselor.
Collaborate with the clinic supervisor and director to match clients with the appropriate clinician based on their specific needs, including:

3. Documentation and Records Management

Utilize Excel to create tracking spreadsheets that assist in organizing counselor/clinic tasks such as file complietion at intake, every 90 days, and upon discharge to ensure compliance with Washington Administrative Code (WAC) standards.
Ensure all sensitive information is handled in compliance with confidentiality laws (e.g., HIPAA) and agency policies.
Obtain all necessary documentation prior to the first appointment, including signed consents and insurance authorizations.
Process and send client records promptly when requested.

4. Communication and Client Support

Provide clear instructions to clients regarding agency policies, procedures, and what to expect during their sessions.
Collaborate with the biller to verify insurance information and complete the insurance verification form.
Conduct short financial intakes for new clients to ensure transparency regarding fees and establish timely payment processes.
Address client concerns and escalate complex issues to the appropriate personnel when necessary.
Send thank-you cards after intake to establish rapport and appreciation.
Assign client satisfaction surveys after intake and throughout treatment to gather feedback and ensure continuous improvement.

4. Administrative Support

Collaborate with the biller to verify insurance eligibility and process required information.
Manage incoming mail by opening, scanning, and forwarding it to the appropriate staff member.
Coordinate clinic meetings and organize catering, when necessary.
Participate in regular reviews of responsibilities to ensure alignment with evolving clinic needs.

Qualifications:

Education and Experience:

Associate, bachelor’s, master’s degree (if doing assessment) in psychology, social work, or a related field preferred.
Previous experience in a healthcare, counseling, or customer service role required.

Join our team as an Intake Coordinator where you will contribute significantly to the patient experience while ensuring smooth operational processes within our healthcare facility.

Job Type: Part-time

Pay: $25.72 - $30.00 per hour

Expected hours: 12 – 15 per week

Schedule: