Access and Intake Coordinator Part-Time

HARLEM FAMILY SERVICES INC; New York (NY); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive salary

Training & development

Wellness resources

Job summary

Harlem Family Services Inc. seeks a compassionate Intake Coordinator to greet clients and families seeking mental health services. This role will collect essential demographic, clinical, and insurance data to enable timely access to care.

You will schedule intakes, support same-day access, verify insurance, and ensure HIPAA-compliant record-keeping while collaborating with clinical and administrative teams to minimize barriers to care.

Qualifications

• Bachelors degree in social work, psychology, or related field.
• Experience in intake coordination or case management in social services.
• Proficiency in MS Office and client management software.

Responsibilities

• Be the first point of contact for individuals and families seeking mental health services, in person and by phone.
• Gather and document demographic, clinical screening, and insurance information for timely access to care.
• Schedule intake appointments and initial assessments and hand off to clinical staff.
• Support Same Day Access (SDA) for walk-ins by collecting information and coordinating next steps.
• Triage urgent or high-risk situations in collaboration with supervisory and clinical leadership (non-clinical).
• Verify insurance eligibility and communicate coverage details clearly to clients.
• Ensure pre-intake paperwork and consents are completed prior to appointments.
• Maintain HIPAA-compliant records within the EHR and related systems.
• Coordinate with clinicians, front desk, billing, and admin teams to reduce barriers to care.
• Track appointment availability, cancellations, and backfill openings to maximize access.
• Contribute to a welcoming, trauma-informed clinic environment for walk-ins and first-time clients.
• Collaborate with internal teams to ensure accurate billing and timely claim submission.

Skills

Strong communication

Interpersonal skills

Education

Bachelor's degree in social work, psychology, or a related field

Tools

Microsoft Office Suite

Client management software

Job description

Benefits:

• Competitive salary
• Training & development
• Wellness resources

About the Role:

Be part of something Harlem has been waiting for.

Harlem Family Services is opening a new kind of community mental health center—one built on dignity, access, and deep respect for the lived experiences of Central and East Harlem. As we launch the Margaret Morgan Lawrence Center for Family and Child Development, we are seeking a compassionate and highly organized Intake Coordinator to serve as the welcoming front door to care. This is a rare opportunity to help build a trauma-informed, culturally responsive clinic from the ground up—supporting children, adults, and families in accessing timely, meaningful mental health services in a space designed to help people feel safe, seen, and supported from day one.

Core Responsibilities

• Serve as the first point of contact for individuals and families seeking mental health services, in person and by phone
• Gather and accurately document demographic, clinical screening, and insurance information to support timely access to care
• Schedule intake appointments and initial assessments, ensuring smooth handoff to clinical staff
• Support Same Day Access (SDA) for walk-in clients by collecting required information, coordinating with leadership, and facilitating immediate next steps
• Triage urgent or high-risk situations in collaboration with supervisory and clinical leadership (non-clinical role)
• Verify insurance eligibility and communicate coverage details and next steps to clients clearly and respectfully
• Ensure all pre-intake paperwork and consents are completed prior to appointments
• Maintain organized, HIPAA-compliant records within the EHR and related systems
• Coordinate closely with clinicians, front desk, billing, and administrative teams to reduce barriers to care
• Track appointment availability, cancellations, and backfill openings to maximize access
• Contribute to a welcoming, trauma-informed clinic environment, especially for walk-ins and first-time client'
• Collaborate cross-functionally with internal teams to ensure accurate billing and timely claim submission

Qualifications

• Bachelor's degree in social work, psychology, or a related field preferred.
• Experience in intake coordination or case management in a social services setting.
• Strong communication and interpersonal skills to engage effectively with clients.
• Ability to handle sensitive information with confidentiality and professionalism.
• Proficiency in Microsoft Office Suite and client management software.
• Knowledge of community resources and services available to clients.
• Compassionate demeanor with a commitment to serving diverse populations.
• Ability to work collaboratively in a fast-paced environment.

About Us

Harlem Family Services Inc. has been serving the NYC community for over 20 years, providing essential support and resources to families in need. Our clients love us for our dedicated and personalized approach, while employees appreciate our inclusive culture and commitment to professional growth.