Intake Coordinator (Bilingual Spanish/English)

Job Title: Intake Coordinator (Bilingual Spanish/English)

Location: 563 West 170th Street New York, NY 10032

Employment Type: Part-time (up to 25 hrs)

Compensation : $24-$35 per hour  approximate wage based on experience, licensure/certification and qualifications 

About Project inMOTION:

Project inMOTION is dedicated to providing compassionate, inclusive, and culturally responsive mental health and wellness services. Our approach integrates relationship-based, movement-informed care with traditional therapeutic practices to support emotional and social well-being. We primarily serve young people ages 2–30, including neurodivergent individuals and those with disabilities, creating a safe and supportive environment for growth and development. 

Position Summary:

We are seeking a detail-oriented and bilingual (Spanish/English) person to serve as an Intake Coordinator. This role is essential in creating a seamless and welcoming experience for all patients, guiding them from first contact through onboarding, and ensuring accurate intake documentation and service coordination. The ideal candidate holds a Master's degree in Social Work, Counseling, Psychology, or a related field, and brings strong clinical judgment, excellent communication skills, and a genuine passion for patient-centered care. Licensure (LMSW, LCAT, or limited permit) is preferred but not required. Candidates who are license-eligible or actively working toward licensure are encouraged to apply. 

Key Responsibilities:

Patient Intake & Coordination

• Manage initial patient intake from first contact through onboarding completion, following PIM intake protocol throughout the process.
• Conduct comprehensive biopsychosocial intake assessments, including movement observation, to inform treatment planning and appropriate program placement.
• Assess patient needs, eligibility, and appropriate program placement.
• Provide clear and accurate information about Project inMOTION services.
• Verbally review intake paperwork and offer financial counseling regarding insurance coverage and patient financial obligations.
• Enter and maintain patient demographics, insurance, referrals, and medical history in the EMR accurately and in a timely manner.
• Verify insurance coverage, eligibility, and benefits prior to the first appointment.
• Prepare and maintain patient charts, ensuring accuracy and completeness of all intake documentation in compliance with HIPAA and organizational policies.
• Respond to all intake-related communications including voicemails and emails promptly and professionally, and no later than the end of each business day.
• Match patients to appropriate providers, services, and care teams based on clinical need, provider availability, and insurance credentialing.
• Collaborate with the PIM Clinical and Administrative teams to ensure seamless coordination throughout the intake process.
• Participate in operations meetings and provide relevant intake data and insights to support practice management.

Scheduling & Coordination

• Review provider schedules and optimize appointment availability based on operational needs.
• Match patients to the appropriate facility, service, and care team.
• Maintain up-to-date knowledge of provider schedules, availability, and insurance credentialing.

Documentation & EMR Management

• Accurately enter patient demographics, insurance details, referrals, and medical history into the EMR.
• Verify insurance coverage, eligibility, and benefits.
• Prepare, organize, and maintain patient charts throughout the intake process.
• Ensure completion and accuracy of all intake-related paperwork.

Communication & Operations Support

• Respond to all voicemails and emails by the end of the day.
• Maintain professionalism, accuracy, and patient satisfaction in all communications.
• Participate in routine operations team meetings and provide management with relevant intake data and insights.
• Support practice management with daily operational needs.
• Uphold a positive, welcoming experience for all prospective patients.

Qualifications:

• Licensed clinician preferred: LMSW, LCAT, or limited permit (mental health)
• Master's degree in Social Work (MSW), Creative Arts Therapy, Counseling, Psychology, or a related clinical field required; degree must be from an accredited institution.
• Bilingual Spanish/English proficiency required.
• Strong clinical assessment and interpersonal skills.
• Excellent organizational, multitasking, and documentation skills.
• Knowledge of insurance verification, benefits, and financial counseling preferred.
• Ability to work collaboratively in a fast-paced, patient-centered environment.

What We Offer:

• Collaborative, supportive, and inclusive work environment.
• Opportunity to impact patient experience and access to care.
• Competitive compensation and benefits.

To Apply:

Please submit your resume and cover letter to admin@projectinmotionnyc.com