Intake Care Coordinator

New U Therapy Center & Family Services, Inc.; California (MO); On-site; USD 60,000 - 81,000; Full time

Benefits offered by this job

Health Insurance

Dental & Vision Insurance

Life Insurance

401K Matching

Paid Time Off

Holidays

Job summary

New U Therapy Center & Family Services, Inc. is seeking an experienced Intake Care Coordinator to support our admissions team and help families access mental health care.

The role focuses on client coordination, admissions, insurance verification, and HIPAA-compliant documentation, working closely with clinicians and staff in a fast-paced, mission-driven environment. You will manage intake consultations, educate prospective clients about services, document CRM activity, coordinate scheduling

Qualifications

• 3+ years of healthcare admissions, healthcare sales, wellness membership sales, or similar experience.
• Experience in a medical/healthcare setting required; mental health experience preferred.
• Strong communication, customer service, relationship-building, and consultative sales skills.
• Excellent organizational, time-management, multitasking, and follow-up abilities.
• Ability to explain and promote mental health services and program options.
• Proficiency with CRM and EHR systems.

Responsibilities

• Serve as the primary contact for prospective clients, referral sources, and new patient inquiries, responding promptly and professionally.
• Conduct intake consultations, assess client needs, and educate prospective clients about services, including the Functional Psychiatry Membership Program.
• Schedule consultations and new client appointments for Functional Psychiatry, Psychiatry, and Psychotherapy.
• Manage onboarding and admissions, including forms, documentation, EHR setup, enrollment, and follow-up.
• Coordinate provider recommendations and ensure a smooth transition into care.
• Manage prospective client pipeline within the CRM and document all interactions and lead activity.
• Conduct follow-ups via phone, text, emails, and CRM workflows to maximize appointments and enrollment.
• Re-engage inactive leads, former clients, and referral opportunities to support admissions and retention.
• Work toward admissions and enrollment goals while maintaining exceptional client experience.
• Coordinate scheduling and internal referrals across psychiatry, psychotherapy, and functional psychiatry services.
• Collaborate with providers and clinical staff to support continuity of care and timely access.
• Monitor client engagement and attendance and conduct follow-up as needed.
• Provide confidential service while maintaining HIPAA compliance.
• Collect demographics, insurance, and financial information; initiate Verification of Benefits and coordinate with billing.
• Explain insurance benefits, membership fees, and payment expectations.
• Maintain accurate client records, CRM activity, EHR documentation, referrals, and follow-up information.
• Track referral sources, admissions, enrollment activity, and conversion metrics.
• Upload and maintain intake forms and supporting documentation.
• Manage multi-line phone systems and provide administrative support.
• Maintain confidentiality and comply with HIPAA and policies.

Skills

Healthcare admissions

Customer service

Consultative sales

CRM

EHR systems

Education

Bachelor's degree in Healthcare Administration, Social Work, Mental Health, or related field

Tools

Microsoft Office

Google Docs

Gmail

CRM

Job description

Join Our Growing Team at New U Therapy Center & Family Services!

New U Therapy Center & Family Services is a multidisciplinary mental health organization dedicated to delivering innovative, high-quality behavioral health services that improve the lives of individuals, couples, and families. As we continue to expand our services and develop new programs, we are seeking an experienced and results-driven Intake Care Coordinator to help bring our next phase of growth to life.

We are seeking an experienced and results-driven Intake Care Coordinator to support our growing admissions team. This role is ideal for someone with strong healthcare, client coordination, customer service, and consultative sales experience who is passionate about helping individuals access quality mental health care.

If you thrive in fast-paced environments, enjoy building new initiatives from the ground up, and want to make a meaningful impact within a mission-driven organization, we encourage you to apply.

Why Join Us?

• A Well-Established Local Practice: Be part of a respected mental health organization with a strong reputation for quality care and community impact.
• Supportive & Collaborative Environment: Work closely with clinicians, staff, and leadership in a team-oriented setting that values communication and support.
• Meaningful Impact: Play a key role in supporting clinicians and enhancing the patient experience through efficient, organized office operations.
• Stability & Growth: Be part of a growing organization offering long-term stability and opportunities for professional development and career advancement.

What You Will Do:

Admission and Client Coordination

• Serve as the primary point of contact for prospective clients, referral sources, and new patient inquiries, responding promptly and professionally.
• Conduct intake consultations, assess client needs, and educate prospective clients about available services, with an emphasis on the Functional Psychiatry Membership Program.
• Schedule consultations and new client appointments for Functional Psychiatry, Psychiatry, and Psychotherapy.
• Manage the complete client onboarding and admissions process, including forms, documentation, EHR setup, enrollment, and follow-up.
• Coordinate provider recommendations and ensure a smooth transition into care.

Lead Management and Sales Follow-Up

• Manage the prospective client pipeline within the CRM and accurately document all interactions and lead activity.
• Conduct consistent follow-up through phone calls, text messages, emails, and CRM workflows to maximize appointments and enrollment.
• Re-engage inactive leads, former clients, and referral opportunities to support admissions and retention.
• Work toward established admissions, enrollment, and conversion goals while maintaining an exceptional client experience.

Patient and Care Coordination

• Coordinate scheduling and internal referrals across Psychiatry, Psychotherapy, and Functional Psychiatry services.
• Collaborate with providers and clinical staff to support continuity of care and timely access to services.
• Monitor client engagement and appointment attendance and conduct follow-up as needed.
• Provide compassionate, professional, and confidential service while maintaining HIPAA compliance.

Insurance and Financial Coordination

• Collect demographic, insurance, and financial information from prospective clients.
• Initiate Verification of Benefits (VOB) and coordinate with billing regarding eligibility and coverage.
• Explain insurance benefits, membership fees, estimated financial responsibilities, and payment expectations.
• Coordinate applicable deposits, deductibles, copays, and membership payments in accordance with organizational policies.

Documentation and Administrative Support

• Maintain accurate client records, CRM activity, EHR documentation, referrals, and follow-up information.
• Track referral sources, admissions, enrollment activity, and conversion metrics.
• Upload and maintain intake forms, medical records, and supporting documentation.
• Manage multi-line phone systems and provide administrative support as needed.
• Maintain confidentiality and comply with HIPAA and organizational policies.

What You Will Need:

• 3+ years of healthcare admissions, healthcare sales, wellness membership sales, or similar experience.
• Experience working in a medical or healthcare setting required; mental health experience preferred.
• Strong communication, customer service, relationship-building, and consultative sales skills.
• Excellent organizational, time-management, multitasking, and follow-up abilities.
• Strong attention to detail, analytical thinking, and problem-solving skills.
• Ability to confidently explain and promote mental health services and program options.
• Proficiency with Microsoft Office, Google Docs, Gmail, CRM, and EHR systems.
• Compassionate, professional, and patient-centered approach.
• Ability to work effectively with diverse clients, providers, and team members.
• Bachelor's degree in Healthcare Administration, Social Work, Mental Health, or a related field preferred.
• Spanish-speaking preferred.
• Commitment to confidentiality, HIPAA compliance, and exceptional client care.

What We Offer:

• 100% Health Insurance and 75% Dental and Vision Insurance for employee coverage only
• Company Life Insurance Coverage
• 401K with up to 3% matching to help secure your financial future.
• Paid two weeks vacation and 40 hours sick time to promote work-life balance.
• Six paid holidays per year
• A collaborative, team-oriented work culture that fosters professional growth.
• Fully equipped, comfortable office space in Westlake Village.
• Access to an electronic health record platform for seamless documentation.
• Annual team-building and corporate in-person events
• Monthly culture-building activities such as company lunches
• Competitive Compensation

Rates: $70,304 annually

Work Location: Valencia or Torrance; In-Person

Expected hours: Exempt Position, Regular office hours 9-6 M-F

All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.