Intake & Access Coordinator - Trauma-Informed Front Desk

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

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.