Intake and Booking Coordinator

This is a fully remote position, open to applicants in Canada.

📋 Description

• Conduct initial intake assessments with new clients via phone.

• Review the client request form and assign clinic clinicians to clients.

• Explain clinic policies, procedures, and available services to clients.

• Maintain confidentiality and sensitivity when discussing client information.

• Coordinate the scheduling of appointments for new clients in accordance with clinicians' schedules.

• Create new client files in our EHR system, ensuring they are fully completed and that intake documents are sent accurately.

• Communicate appointment details to new clients, including date, time, location, and any necessary preparation instructions.

• Reschedule appointments as necessary, accommodating both client and clinician availability.

• Act as the primary point of contact for clients, addressing inquiries, concerns, and requests promptly and professionally (via phone and email).

• Provide assistance and guidance to clients in navigating clinic services and resources.

• Communicate with clinicians regarding client needs, appointment modifications, and other pertinent information.

• Enter payment details into the EHR system and client file.

• Update credit card information as required.

• Follow up on unpaid client sessions.

• Ensure accurate client billing and invoicing.

• Manage inquiries from clients or clinicians regarding billing.

• Track inbound referrals and follow up accordingly.

• Create and update waiting lists.

• Calculate monthly conversion rates.

• Update weekly or monthly key performance indicators (KPIs).

• Provide assistance and support to clinic clinicians in adhering to administrative procedures.

• Send weekly reports to therapists for any missing or unlocked notes.

• Assist in screening and onboarding new hires.

• Calculate and prepare monthly payroll for clinicians.

• Maintain accurate and up-to-date client records in the clinic database.

• Collaborate with administrative staff to ensure smooth clinic operations.

• Keep accurate and complete records of standard operating procedures (SOPs) and clinic training materials.

• Complete additional administrative tasks as assigned by clinic management as needed.

• Support the clinic director in business development efforts and other clinic projects as required.

• Develop high-quality and engaging content, including text and images, most relevant to your ideal clients.

• Plan and schedule posts in advance using a social media management tool to maintain a consistent posting schedule.

• Actively engage with the audience through comments, likes, shares, and direct messages to build relationships and enhance visibility.

⛳️ Requirements

• Proficiency in both French and English.

• Bachelor's degree in psychology, social work, counseling, or a related field preferred.

• Prior experience in a similar role, ideally within a healthcare or mental health setting.

• Strong organizational skills with the capability to manage multiple tasks at once.

• Excellent interpersonal skills and a compassionate approach in client interactions.

• Proficient in computer applications, including Microsoft Office, Google Workspace, and electronic medical records systems.

• Understanding of HIPAA regulations and the ability to maintain client information confidentiality.

• Flexibility to adapt to changing priorities and work collaboratively within a team environment.

• A curious, transparent mindset with a drive to continuously enhance processes and outcomes.

🏝️ Benefits

• Work-from-home with flexible work arrangements.

• Competitive salary based on experience.

• A dynamic and fulfilling work context in mental health.

• Opportunities for professional development and career growth.

• Autonomy and space to creatively contribute towards company goals.

• We prioritize work-life balance.