Behavioral Health Virtual Intake Coordinator-Client Booking and Lead Conversion

We are a growing multi-location mental health counseling practice serving clients in the USA. We are looking for an experienced Virtual Intake Coordinator / Patient Scheduling Specialist who is exceptionally good at turning prospective-client inquiries into booked appointments. This is not primarily a back-office administrative role. The main objective is to help us grow our caseload by responding quickly to new leads, building rapport, following up consistently, and getting qualified prospective clients scheduled with the right therapist. You will handle inquiries from sources such as Psychology Today, our website, phone calls, email, and other marketing channels. What you will do Respond quickly to new prospective-client inquiries Call, text, and email leads to help them schedule Match clients with therapists based on insurance, availability, location, and clinical needs Follow up with leads who do not book immediately Re-engage prospective clients who stop responding Clearly explain our intake and scheduling process Collect basic demographic and insurance information Schedule appointments accurately Maintain organized records of lead status and follow-up activity. Coordinate with our administrative and clinical teams Identify common reasons prospective clients are not booking and help improve our intake process. What we are looking for You should be: Excellent on the phone Warm, confident, persuasive, and professional Comfortable directly asking a prospective client to schedule Persistent with follow-up without sounding aggressive Highly responsive Compassionate and comfortable speaking with people seeking mental-health treatment Organized enough to manage multiple clinicians, schedules, locations, and insurance plans Comfortable being measured on actual booking results Experienced handling sensitive healthcare information appropriately Experience in mental health, behavioral health, therapy, psychiatry, medical, dental, or another patient-intake environment is strongly preferred. Experience with SimplePractice is a major plus. Schedule requirement We need someone who can reliably work weekday hours plus weekend mornings in Eastern Time. Weekend availability is important because prospective clients often reach out outside normal business hours, and we want those inquiries contacted quickly while they are still actively looking for care. Candidates must be able to consistently cover Saturday and Sunday mornings, ideally approximately 9:00 AM–1:00 PM Eastern Time, in addition to agreed weekday hours. Performance expectations This is a results-oriented position. We will track the intake funnel, including: New inquiry → contacted → qualified → appointment offered → appointment booked → first appointment attended We are not looking for someone who simply completes assigned tasks. We want someone who sees an unbooked prospective client and thinks: “What do I need to do to help this person get scheduled?” When applying Begin your proposal with the words CLIENT CONVERSION so we know you read the full posting. Please answer the following: Describe your experience converting patient or customer inquiries into booked appointments. If known, what percentage of qualified leads did you typically convert into appointments? What would you do if a prospective therapy client submitted an inquiry but did not answer your first phone call? How many follow-up attempts would you make, over what period, and through which channels? Have you worked for a mental-health or behavioral-health practice? Have you used SimplePractice? What hours are you available Monday through Friday in Eastern Time? What hours can you reliably cover on Saturday and Sunday mornings? Important Strong written English is not enough for this role. We care heavily about spoken English, warmth, telephone presence, confidence, responsiveness, follow-up discipline, and ability to convert inquiries into scheduled appointments. If you are highly organized but uncomfortable speaking with prospective clients, asking for the appointment, or following up repeatedly, this is probably not the right role. We are looking for someone who can become a key part of our growth by helping more prospective clients actually enter care.