Job Title: Client Scheduling & Intake Specialist
Position type: Full-Time
Work hours: 9:00 AM - 6:00 PM Pacific Daylight Time
Work days: Monday - Friday
Salary: $6 - $7 per hour depending on experience
Job code: NK-TMH
Workplace: Remote
Preferred Candidate Location: Philippines
Key Responsibilities:
Respond to incoming calls from prospective clients seeking mental health services.
Provide compassionate, professional, and empathetic support during initial client interactions.
Match clients with appropriate therapists based on availability, specialties, and client needs.
Schedule initial therapy appointments and coordinate therapist calendars efficiently.
Manage appointment availability, rescheduling requests, and intake scheduling workflows.
Ensure smooth coordination between clients and providers.
Answer basic questions regarding insurance coverage and therapy services.
Verify insurance eligibility and benefits as needed.
Collaborate with the billing department to resolve insurance or payment-related inquiries.
Enter and maintain client records within practice management software.
Ensure all information is accurate, organized, and handled confidentially in compliance with privacy standards.
Provide administrative assistance to support day-to-day clinic operations.
Assist with workflow organization, documentation, and communication tasks as needed.
Conduct appointment-setting activities by engaging prospective clients, qualifying their needs, and scheduling consultations with appropriate providers.
Utilize consultative sales techniques to build rapport, address concerns, and encourage prospective clients to proceed with mental health services.
Follow up with leads, missed inquiries, and referral sources to maximize appointment conversions and maintain a positive client experience.
Support client retention efforts through proactive communication, appointment reminders, and follow-up outreach. Requirements
At least 1 year of previous experience handling client intake, appointment scheduling, lead generation, insurance verification, and client communication in a behavioral health setting is highly preferred
Experience using SimplePractice EHR, Grasshopper VoIP, Go High Level (GHL) CRM, and TherapyFlow or any similar tools is highly preferred
Ability to manage confidential and sensitive information professionally
Excellent verbal and written communication skills
Ability to learn and adapt to new software and systems independently
High attention to detail and follow-through Basic requirements
Must be proficient in speaking and writing English very clearly
Must have relevant work experience
Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
Must be available for video meetings with your camera on (when needed) Technical requirements
Device: Reliable laptop or desktop computer.
Internet: High-speed connection (minimum 10 Mbps).
Audio: Noise-canceling headset.
Video: Webcam for virtual meetings.
Workspace: Quiet, professional environment. Benefits
Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance. These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.
