Intake Coordinator

About Us
Theory and Method is a thriving outpatient mental health practice with offices in Reno, Nevada and Salt Lake City, Utah. Our team of dedicated clinicians provides individual therapy, psychiatric support, and other behavioral health services to clients across the region. We are committed to making mental health care accessible, compassionate, and professional — and we know that an exceptional front office is essential to delivering on that promise.

As we continue to grow across both locations, we are looking for a reliable, organized, and people-centered Intake & Office Coordinator to join our team and help us run a practice our clients and clinicians can count on every day.

About the Role

This is a full-time, in-person position based at our Reno, NV office. You will be the first point of contact for new and prospective clients and a key operational partner to our practice owner. Supporting a team of 14+ clinicians across our Reno and Salt Lake City locations, you will play a critical role in keeping scheduling, billing follow-up, and day-to-day office functions running smoothly across both offices.

This role is ideal for someone who thrives in a fast-paced environment, genuinely cares about the people they interact with, and takes real pride in keeping things organized and running smoothly — even across multiple locations.

What You’ll Be Responsible For

Client Intake & Scheduling

• Respond promptly and warmly to new client inquiries via phone and email across both the Reno and Salt Lake City offices
• Conduct intake calls, gather necessary information, and schedule initial appointments
• Match new clients with the appropriate clinician based on availability, insurance, and clinical needs
• Maintain and update accurate schedules for 14+ clinicians using SimplePractice

Billing & Collections

• Follow up with clients regarding outstanding balances
• Collect and process client payments in a professional and empathetic manner
• Enter paper remittances (EOBs) into SimplePractice accurately and on time
• Coordinate with the practice owners on billing discrepancies or escalated issues

Paperwork & Compliance

• Follow up with clients on missing intake paperwork, consent forms, and documentation
• Ensure client records in SimplePractice are complete, accurate, and up to date across both locations
• Support the practice in maintaining organized and compliant client files

Office Operations

• Monitor and order office supplies for both the Reno and Salt Lake City offices
• Coordinate with vendors and service providers as needed
• Serve as a daily operational partner to the practice owner, flagging issues and helping problem-solve as they arise
• Shredding
• Clean up around the office
• Contribute to a welcoming, professional office environment that reflects our values

What We’re Looking For

Required

• High school diploma or equivalent (associate’s or bachelor’s degree a plus)
• 1–2 years of experience in an administrative, customer service, or healthcare office role
• Strong verbal and written communication skills
• Comfortable discussing billing and financial matters with clients in a respectful, solution-oriented way
• Highly organized with excellent attention to detail — especially important when supporting multiple office locations
• Proficient in basic computer skills (email, scheduling software, data entry)
• Reliable, punctual, and able to work independently

Preferred

• Prior experience in a mental health, behavioral health, or medical office setting
• Familiarity with SimplePractice, TherapyNotes, or similar EHR/practice management platforms
• Experience with insurance billing, EOB processing, or collections in a healthcare environment
• A genuine interest in or passion for mental health and wellness

What We Offer

• $50,000 annual salary
• Health insurance with 60% of premiums covered by the practice
• Paid time off (PTO)
• Multiple Paid holidays
• Consistent Monday–Friday schedule — no evenings, no weekends
• A supportive, close-knit team environment across two growing offices
• The opportunity to grow with a practice that is making a real difference in the communities we serve

Pay: $50,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Opportunities for advancement
• Paid time off
• Paid training

Application Question(s):

• Why do you want to work at Theory and Method?

Work Location: In person