Access and Intake Coordinator PartTime

HARLEM FAMILY SERVICES INC; New York (NY); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Training & development

Wellness resources

Job summary

Harlem Family Services Inc. is opening a new kind of community mental health center in Central and East Harlem.

We seek a compassionate Intake Coordinator to be the welcoming front door to care, supporting children, adults, and families with timely access to services in a trauma-informed, culturally responsive setting. The role focuses on gathering demographics, scheduling intakes, verifying insurance, and coordinating with clinicians and administrative teams to reduce barriers to care in a

Qualifications

• Bachelor's degree in social work, psychology, or related field preferred.
• Experience in intake coordination or case management in social services.
• 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.

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.

Skills

Strong communication

Interpersonal skills

Confidentiality

Team collaboration

Education

Bachelor’s degree in social work, psychology, or related field preferred

Tools

Microsoft Office

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.