About Us:

At Advaita Collective, we believe the path to healing begins the moment a client reaches out. As a values-driven mental health and wellness organization, we’re committed to delivering exceptional care—and it all starts with our admissions team.

We’re currently seeking a New Patient Care Coordinator to lead the intake process for prospective clients. This role is ideal for a highly organized, client-centered professional who thrives in fast-paced, mission-driven environments and has a passion for people, process improvement, and service excellence.

What You’ll Do:

As the first point of contact for many clients, you’ll play a key role in shaping the intake experience. You’ll supervise our other new patient coordinators, manage performance, and ensure that each step of the admissions journey—from initial inquiry to scheduled appointment—is handled with professionalism, empathy, and efficiency.

Key Responsibilities:

• Supervise and support intake staff to ensure high-quality client engagement, screening, and scheduling

• Monitor team performance and ensure daily KPIs (conversion, call abandonment, response time) are consistently met

• Provide guidance on accurate triage, placement, and follow-up for prospective clients

• Maintain visibility over the lead pipeline and ensure proactive outreach strategies

• Oversee intake documentation and ensure all paperwork is complete prior to appointments

• Collaborate cross-functionally with clinical, billing, and operations teams for seamless coordination

• Ensure proper and timely use of EMR, CRM, and scheduling systems

• Lead onboarding, training, and continuous coaching for the intake team

• Identify workflow bottlenecks and design solutions to improve client experience and outcomes

• Maintain strong referral relationships with external providers and community partners

• Support special projects, department-wide initiatives, and occasional client tours

What You Bring:

• Bachelor’s degree in psychology, social work, healthcare administration, or related field (Master’s preferred)

• 3+ years of experience in healthcare or behavioral health intake/access roles

• 1–2 years of supervisory or team leadership experience, preferably in outpatient or integrated care

• Comfort with EMR systems, Microsoft Office Suite, and digital intake platforms

• Understanding of insurance benefits and patient financial responsibility, especially in mental health

• Strong leadership skills—capable of coaching, developing, and motivating others

• Excellent communication, time management, and problem-solving abilities

• A compassionate, ethical, and patient-first mindset

Key Metrics for Success:

• Lead Conversion: 80% of qualified leads

• Abandoned Call Rate: <15%

• Lead Response Time: <15 minutes

Why Join Us?

At Advaita Collective, you’ll be part of a dynamic, supportive team working to make a meaningful difference. We offer competitive compensation, robust benefits, and ongoing professional development opportunities in a mission-focused organization that values growth, innovation, and people.