Intake Coordinator (Mental Health Clinic)

We run a group mental health practice in California. Prospective patients reach us by phone, web form, email and Zocdoc, and too many of those first conversations go quiet because nobody owns the follow-up. We are hiring one person to own it. WHAT YOU'D DO - Answer and log every inquiry the same day, through our Airtable pipeline. - Check basic fit: right clinic, coverage we accept, suitability. Disqualifications get recorded, not deleted. - Keep every open inquiry moving. Each one carries a stage and a next-follow-up date, and the overdue queue is worked to zero daily. - Coordinate with other intake coordinator to start insurance verification within 24 hours of a qualified inquiry, chase it, and have the result before anyone is promised an appointment. - Coordinate scheduling against clinician availability in SimplePractice, then confirm the first appointment actually happened. - Send a one-page report each Friday: inquiries by source, conversion by stage, speed to first response, overdue count, and the three oldest stuck records. WHAT YOU WOULD NOT DO No clinical judgment. Screening is administrative fit only, never diagnosis or assessment of how unwell someone is. Callers in crisis follow the crisis protocol and go straight to a clinician. You coordinate insurance verification; you do not do billing. WHAT WE'RE LOOKING FOR - Experience in patient-facing coordination, medical front desk, or high-volume scheduling. US healthcare intake is an advantage. - Comfort keeping a structured system accurate rather than keeping it in your head. We run Airtable and SimplePractice; equivalent tools are fine. - Willingness to make a third follow-up call as warmly as the first. This matters more than anything else on the list. - A clear phone manner in native or near-native English and a fixed, reliable daily window during California business hours. PLEASE READ BEFORE APPLYING This role has access to protected health information. Before starting you would sign a confidentiality agreement and a Business Associate Agreement, complete HIPAA training, and work under your own named accounts. HOW WE HIRE Written answers to the screening questions, a short call, a paid trial on live inquiries with supervision, then ongoing hourly work. Full role description attached.