Intake Coordinator

Monarch House; Remote; CAD 30,000 - 60,000; Full time

Job summary

A leading health services provider is seeking an Intake Coordinator to support their clinic in identifying and managing clients interested in their services. This full-time, permanent role includes responsibilities like responding to referrals, maintaining client logs, and building relationships with external stakeholders. Ideal candidates will have a strong customer service background and experience in scheduling. The position is remote in British Columbia and offers competitive compensation along with various employee benefits.

Benefits

Competitive compensation

Comprehensive health benefits

Mentorship opportunities

Flexible work options

Paid Time Off

Employee discounts

Mileage reimbursement

Qualifications

• Minimum 1 year of experience in Customer Service or Scheduling.
• Ability to use scheduling systems effectively.
• Strong Customer Service orientation with positive ratings.

Responsibilities

• Receive and respond to referrals from various sources.
• Log all new referrals accurately and efficiently.
• Maintain spreadsheets related to client intake.
• Establish and maintain relationships with funding and referral sources.

Skills

Customer Service

Scheduling

Coordination

Microsoft Office Suite

Sales Experience

Lead Generation

Job description

Intake Coordinator Overview

The Intake Coordinator supports Clinic Manager/Department Head Clinical Director in identifying clients who are interested, available and suitable for Monarch House services. They are there to ensure that clinic hours are maintained by proactively preparing for service vacancies. The Monarch House Intake Coordinator is the initial point of contact and acts as a resource navigator for new clients and their caregiver. This involves welcoming and introducing the services of Monarch House to new clients, while helping them navigate their clinical assessment and treatment options while providing an engaging and positive client and caregiver experience.

Please note that we do not offer LMIA or independent contractor setup

Employment Details

Full-time. Permanent. Salary: From $21-23/hr. Work setting: Remote in BC. Schedule: Monday-Friday till 6:30PM Saturday till 4PM.

Daily Responsibilities

• Receive and respond to referrals from various sources (online, phone calls, emails, etc.) across all departments.
• Log all new referrals accurately and efficiently.
• Maintain spreadsheets related to client intake (client call log, waitlists, etc.) and the Client Relations Management (CRM) system as applicable.
• Receive and process referrals accurately and efficiently, maximizing conversion rates from client intake to ongoing service treatment, and interact with staff, clients, caregivers, and other stakeholders in a fast‑paced environment, with a high level of professionalism and confidentiality.
• Establish and maintain external relationships with funding and referral sources as well as any other stakeholders (i.e., charities, advocacy groups, etc.).
• Provide all aspects of service coordination for new clients.
• Responsible to be the primary point of contact for clients and caregivers throughout the intake process.
• Ensures completion of service agreement/service contract/intake forms and all necessary paperwork (including required consents as applicable) and renewals; identify meetings required with external stakeholders and MH staff.
• Monitor requests for service and identify new service opportunities.
• Active engagement with external stakeholders (new and existing) to drive new inquiries.
• Person focused engagement with parents seeking services - developing relationships quickly.
• Building engagement toolkits for connecting with external stakeholders.
• Training for employees on stakeholder engagement - leading by example.
• Attending evening and weekend outreach activities across the lower mainland.

Qualifications

• Minimum 1 year of experience in Customer Service, Scheduling and/or Coordination.
• Computer skills – Microsoft Office Suite, ability to use and utilize scheduling systems.
• Sales Experience, Lead generation, Strong Customer Service skills with a focus on positive customer experience and positive customer ratings.
• Proven experience with converting inquiries to customers.

Benefits

• Competitive compensation.
• Supervision hours for aspiring and provisionally registered clinicians.
• Access to mentorship, premium resources, and subscriptions for professional growth and development.
• Comprehensive health benefits for you and your family (if eligible).
• Flexible work options: choose from 3-day, 4-day, or 5-day work week (for clinicians only).
• Seamlessly move to different clinic locations across Ontario, Alberta, or British Columbia.
• Join our annual Best Practice Day for learning and reflection with our national community of clinicians.
• Enjoy Paid Time Off and Wellness Days (pro-rated for hourly staff).
• Exclusive unlimited employee discounts (e.g., hotels, cinema tickets, Apple products and more).
• Mileage covered (for float staff and clinicians travelling to multiple centers and/or the community).

Meet Your Team

Established in 2009 in British Columbia as an interdisciplinary treatment centre for individuals with autism spectrum disorder (ASD) and their families, Monarch House has now expanded its geographic network and services to include the full range of services for individuals with academic, behaviour, communication, learning, motor, physical, speech, social and vocational needs.

Monarch House is a dynamic team of professionals providing challenging career opportunities and fulfilling roles in British Columbia, Alberta, and Ontario. Our professional staff work collaboratively and/or individually with each client and specifically tailor services to their needs. Our services can be provided in our centres, at clients’ homes and schools, in the community, and in specialized housing settings. Working with the fields’ thought leaders, we conduct our own research and are committed to continuous learning to provide the most effective treatments possible.

Equal Opportunity Employer

Monarch House is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Your unique perspective is what makes us stronger.

Future-Forward Organization

At Monarch we are committed to innovation and continuous improvement. As a future-focused team, we embrace technology and evolving tools to support our growth and success. We encourage the use of AI and other digital solutions to streamline work, enhance productivity, and stay ahead in a fast-moving landscape.

As such, we value candidates who are comfortable leveraging AI tools to organize their work, solve problems, and manage tasks efficiently. If you’re tech-savvy, adaptable, and excited by the possibilities of working smarter with emerging technologies, we’d love to hear from you.