Intake Coordinator / Client Access Coordinator (Mental Health Practice)

Job Overview

Thompson Counseling Services (TCS) is a growing outpatient mental health group practice seeking a full-time Intake Coordinator / Client Access Coordinator to manage client communication, scheduling, insurance verification, and payment collection throughout the client lifecycle.

This role is ideal for candidates with experience in medical intake, behavioral health, healthcare administration, or patient access, who are comfortable discussing copays, deductibles, and fees in a clear, respectful, and confident manner.

Key Responsibilities

Client Intake & Scheduling

• Answer inbound calls, emails, and web inquiries
• Conduct intake screenings and collect required documentation
• Schedule initial and ongoing appointments
• Match clients with appropriate providers based on availability, specialty, and insurance
• Serve as a consistent point of contact throughout the client’s care

Insurance Verification & Eligibility

• Collect and verify insurance information
• Perform eligibility and benefits verification, including 48-hour prior appointment checks
• Explain insurance benefits, copays, deductibles, and self-pay rates clearly

Payment Collection & Financial Communication

• Collect copayments, deductibles, and session fees
• Ensure valid credit card is on file prior to sessions
• Communicate and collect late cancellation and no-show fees
• Address client billing questions professionally and consistently
• Follow established financial and cancellation policies

Administrative & Team Collaboration

• Accurately enter and update client data in EMR (Jane App)
• Document all intake and financial communications
• Collaborate with billing and clinical teams on complex cases
• Support smooth handoffs between intake, billing, and clinicians
• Follow SOPs and internal workflows

Qualifications

Required

• Experience in healthcare intake, patient access, medical office administration, or behavioral health
• Demonstrated experience collecting payments or discussing financial responsibility with clients
• Strong phone and communication skills
• Excellent organization, attention to detail, and follow-through
• Ability to balance empathy with clear boundaries
• Proficiency with:
• EMR systems (Jane App preferred)
• Google Workspace (Gmail, Docs, Sheets)
• Scheduling and administrative software

Preferred

• Mental health or medical practice experience
• Familiarity with insurance plans, copays, and deductibles
• Experience with high-volume intake environments
• Bilingual (a plus)

What This Role Is / Is Not

✔ Client-facing healthcare intake role
✔ Responsible for ongoing client financial communication and collections
✔ Key contributor to practice sustainability
❌ Not responsible for insurance denials, audits, or payer AR
❌ Not a clinical position

Why Work at TCS

• Mission-driven mental health practice
• Supportive, collaborative team environment
• Clear expectations and structured workflows
• Opportunity to grow with a scaling practice
• Meaningful work helping clients access care

How to Apply

Submit your resume and a brief cover letter describing your experience with healthcare intake and payment collection and why you are interested in this role.

Job Type: Full-time

Pay: $22.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Behavioral health Intake: 2 years (Required)

Ability to Commute:

• New Paltz, NY 12561 (Required)

Work Location: Hybrid remote in New Paltz, NY 12561