Job Title: Mental Health Patient Care & Scheduling Coordinator
Job Code: [EJ-T]
Position Type: Full-Time
Work Schedule: Monday – Friday | 9:00 AM – 6:00 PM EDT (30-min lunch and two 15-min break)
Salary: $6–$7/hour (Based on Experience)
Job Summary & Client Overview
Our client is a counseling and mental health services provider focused on delivering accessible, culturally responsive, and compassionate therapy services. Their team of licensed therapists supports individuals through a wide range of mental health concerns while prioritizing meaningful human connection and quality care.
This role is ideal for someone who combines strong healthcare administrative experience with empathy, organization, and excellent communication skills. You will play a vital role in helping patients begin their therapeutic journey by managing intake processes, coordinating appointments, verifying insurance, and matching clients with the most appropriate therapists.
Responsibilities:
Patient Intake & Client Support
Serve as the first point of contact for prospective patients through phone calls and other communication channels
Conduct patient intake calls with warmth, professionalism, and empathy
Process and review intake forms accurately and efficiently
Replace the current AI-based intake experience with a more personalized, human-centered approach
Assist patients throughout the onboarding process and answer initial questions regarding services Scheduling & Care Coordination
Coordinate patient appointments across a team of 11 therapists with varying schedules
Manage complex scheduling requests and appointment coordination
Cross-reference therapist availability between Google Calendar and the EMR system
Match patients with therapists based on therapist specialties, availability, and patient needs
Ensure scheduling accuracy and maintain organized records Insurance Verification & Patient Information Management
Verify patient insurance coverage and eligibility
Process patient information accurately and maintain confidentiality
Ensure all required documentation is completed and properly recorded
Support administrative workflows related to patient onboarding and treatment coordination Communication & Outreach
Manage incoming and outgoing calls through Google Voice
Conduct client outreach calls and follow-up communications
Send emails and communicate with prospective and existing clients
Coordinate effectively with therapists and internal team members to ensure seamless patient experiences Requirements
Experience working in mental health, behavioral health, counseling, psychology, psychiatry, or related healthcare settings
Clinical or mental health knowledge preferred
Experience with patient intake, scheduling, or healthcare coordination
Strong interpersonal and communication skills
Ability to manage phone conversations professionally and compassionately, including sensitive or difficult calls
Strong organizational skills and attention to detail
Ability to manage complex, multi-step processes across multiple systems
Experience coordinating schedules and handling administrative healthcare workflows
Ability to understand therapist specialties and appropriately match patients with providers
Patient, empathetic, and compassionate approach suited for a mental health environment
Comfortable working independently in a remote setting Systems & Tools
Current platforms: Ensora and Sora
Transitioning fully to Sora in August/September 2026
Google Calendar
Google Voice
EMR systems
While not required, candidates with any of the following will stand out:
Korean language proficiency (highly preferred due to a large Korean-speaking patient population)
Hindi language proficiency
Chinese language proficiency
Additional foreign language skills
Experience supporting multicultural or diverse client populations
Previous experience in mental health private practice environments 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 25 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.
