Client Scheduling and Intake Specialist

This is a fully remote position, open to applicants in Mexico, +5 more countries.

📋 Description

• Answer incoming calls from potential clients seeking mental health services.

• Offer compassionate, professional, and empathetic support during initial interactions with clients.

• Connect clients with suitable therapists based on their availability, specialties, and individual needs.

• Efficiently schedule initial therapy appointments and coordinate therapist calendars.

• Manage appointment availability, rescheduling requests, and intake scheduling processes.

• Ensure seamless coordination between clients and providers.

• Respond to basic inquiries regarding insurance coverage and therapy services.

• Verify insurance eligibility and benefits as required.

• Collaborate with the billing department to address any insurance or payment-related questions.

• Enter and maintain client records in the practice management software.

• Ensure that information is accurate, organized, confidential, and compliant with privacy regulations.

• Provide administrative support for the daily operations of the clinic.

• Assist with organizing workflows, documentation, and communication tasks.

• Engage with prospective clients, assess their needs, and schedule consultations with the appropriate providers.

• Utilize consultative sales techniques to build rapport, address concerns, and encourage potential clients to pursue mental health services.

• Follow up with leads, missed inquiries, and referral sources to optimize appointment conversions.

• Foster client retention through proactive communication, appointment reminders, and follow-up outreach.

⛳️ Requirements

• A minimum of 1 year of experience in client intake, appointment scheduling, lead generation, insurance verification, and client communication in a behavioral health environment is strongly preferred.

• Bilingual candidates fluent in Spanish are highly preferred.

• Experience with SimplePractice EHR, Grasshopper VoIP, Go High Level (GHL) CRM, and TherapyFlow, or similar tools, is highly preferred.

• Ability to manage confidential and sensitive information with professionalism.

• Excellent verbal and written communication skills.

• Capability to learn and adapt to new software and systems independently.

• Strong attention to detail and commitment to follow-through.

• Must be able to speak and write English clearly and professionally.

• Relevant work experience is required.

• Must provide an NBI Clearance and/or Local Police Clearance prior to onboarding (this is mandatory).

• Availability for video meetings with the camera on when required.

• A reliable laptop or desktop computer is necessary.

• A stable high-speed internet connection of at least 25 Mbps is required.

• A noise-canceling headset is important.

• A working webcam for virtual meetings is required.

• A quiet and professional work environment is essential.

🏝️ Benefits

• Dedicated HR & Contractor Support Team.

• Premium VPN Access (Optional).

• HIPAA & Cybersecurity Training + Certification (Provided).

• Top 1% VA Performance Training.

• Client-Approved U.S. Holidays.

• Client-Approved Paid or Unpaid Time Off; paid time off is optional and only if offered by the client.

• Access to Tools & Resources, including templates, workflow guides, productivity tools, and client-specific SOP support.

• Optional performance-based incentives, bonuses, or increased hours based on performance.

• Optional contractor perks and client-approved allowances; these are not employee benefits.