We are seeking a Client Services/Intake Coordinator to serve as the front-line connection for our clients and providers. This role blends administrative excellence with a heart for service. You will handle front desk operations, coordinate the referral and intake process, and ensure appointments are scheduled efficiently and accurately. You’ll play a critical role in ensuring a smooth and welcoming experience for new and existing clients while helping the agency remain compliant and well-organized behind the scenes.

Key Responsibilities

• Client Onboarding & Referral Coordination
  • Manage the intake process from initial inquiry to active enrollment
  • Explain services clearly to new clients and referral sources
  • Coordinate with referral partners, clinicians, and billing to ensure complete onboarding
  • Conduct insurance verification and authorization where applicable
  • Follow up on referrals, hospital discharges, or missing documentation
• Scheduling & EHR Management
  • Schedule assessments and therapy appointments in alignment with provider availability
  • Input and update client data in the Electronic Health Records (EHR) system with accuracy
  • Ensure provider schedules are full and optimized for productivity
  • Confirm appointments and manage cancellations or rescheduling as needed
• Front Desk & Communication
  • Serve as the first point of contact—greet visitors and answer incoming calls in a warm, professional manner
  • Respond promptly to questions from clients, providers, and external contacts via phone, email, or fax
  • Scan and maintain accurate digital documentation in client profiles
  • Support front office tasks including supply tracking and office organization
• Organizational Values & Flexibility
  • Demonstrate a commitment to the mission, vision, and philosophy of Personal Growth Counseling Services
  • Perform all other duties as assigned to support team operations and client care

Qualifications

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• Healthcare, behavioral health, or customer-facing administrative experience
• Familiarity with EHR systems, Medicaid/insurance processes, and HIPAA compliance
• Strong communication skills—verbal and written—with the ability to explain complex information clearly
• Detail-oriented, tech-savvy, and highly organized
• Ability to multitask and problem-solve in a fast-paced environment
• Reliable, compassionate, and team-oriented