Intake Coordinator/Administrative Assistant

Serenity Behavioral Health Services; Westerville (OH); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

401(k)

Health/dental/vision insurance

Short-term disability

Long-term disability

Life insurance

Voluntary insurance

PTO

Paid holidays

Job summary

Serenity Behavioral Health Services seeks an Intake Coordinator/Administrative Assistant to be the first point of contact for clients seeking behavioral health services. You will support intake processes, schedule appointments, maintain confidential records, verify insurance, and provide exceptional service in a HIPAA-compliant setting.

This in-person role also supports leadership with daily operations, vendor coordination, event planning, and staff trainings across multiple locations.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 1–2 years of administrative or healthcare office experience preferred.
• Experience in behavioral health, medical office, or social services setting preferred.
• Knowledge of HIPAA regulations and confidentiality standards.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office and EHR systems.
• Ability to handle sensitive situations with professionalism and empathy.

Responsibilities

• Answer and direct incoming phone calls, texts, and email inquiries professionally.
• Schedule, confirm, and manage client appointments.
• Maintain accurate client files and electronic health records (EHR).
• Assist with office correspondence, forms, reports, and general administrative support.
• Explain intake paperwork, consent forms, and office policies to new clients.
• Verify insurance eligibility and obtain necessary authorizations.
• Coordinate new client referrals and assign appointments appropriately.
• Maintain accurate documentation of intake communications and follow-up activities.
• Ensure all client information is entered accurately into the EHR system.
• Communicate effectively with clients, providers, insurance companies, and referral sources.
• Provide support to the leadership team when requested.
• Work with vendors and staff at multiple locations as needed.
• Help with event planning and staff trainings.
• Coordinate with maintenance contractors on location when needed.
• Help with setting up and moving offices when needed.
• Review the mail each day and deposit checks when needed.
• Help with employee documentation in employee software.

Skills

Communication skills

Empathy

Organizational skills

Multitasking

HIPAA knowledge

Education

High school diploma or GED

Associate degree preferred

Tools

Microsoft Office

Electronic Health Record (EHR) systems

Job description

Serenity Behavioral Health Services is growing. Join our team!
Serenity Behavioral Health Services is seeking a compassionate, organized, and detail-oriented Intake Coordinator/Administrative Assistant. As an intake coordinator, you will serve as the first point of contact for clients seeking behavioral health services. This role is responsible for supporting client intake processes, scheduling appointments, maintaining confidential records, verifying insurance information, and providing exceptional customer service in a professional and supportive environment. As an administrative assistant, you will support the leadership team's daily operations by performing a variety of duties as requested.

This position is in-person and not remote.

The ideal candidate demonstrates strong communication skills, empathy, professionalism, and the ability to multitask in a fast-paced healthcare setting while maintaining HIPAA compliance and client confidentiality.

Key Responsibilities

Intake Coordination Duties

• Answer and direct incoming phone calls, texts, and email inquiries professionally
• Schedule, confirm, and manage client appointments
• Maintain accurate client files and electronic health records (EHR)
• Assist with office correspondence, forms, reports, and general administrative support
• Explain intake paperwork, consent forms, and office policies to new clients
• Verify insurance eligibility and obtain necessary authorizations
• Coordinate new client referrals and assign appointments appropriately
• Maintain accurate documentation of intake communications and follow-up activities
• Ensure all client information is entered accurately into the EHR system
• Communicate effectively with clients, providers, insurance companies, and referral sources

Administrative Duties

• Provide support to the leadership team when requested

• Work with vendors and staff at multiple locations as needed

• Help with event planning and staff trainings

• Coordinate with maintenance contractors on location when needed

• Help with setting up and moving offices when needed

• Review the mail each day and deposit checks when needed

• Help with employee documentation in employee software

Qualifications

• High school diploma or GED required; associate degree preferred
• Minimum 1-2 years of administrative or healthcare office experience preferred
• Experience in behavioral health, medical office, or social services setting preferred
• Knowledge of HIPAA regulations and confidentiality standards
• Strong organizational, multitasking, and time management skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office and electronic health record systems
• Ability to handle sensitive situations with professionalism and empathy

Preferred Skills

• Experience in Human Resources
• Knowledgeable in employment laws and rules
• Insurance verification and prior authorization experience
• Customer service experience in healthcare settings
• Familiarity with behavioral health terminology and community resources

Work Environment

• Professional behavioral health office setting
• Fast-paced environment requiring attention to detail and compassion
• Team-oriented atmosphere focused on client care and wellness

Benefits

• 401(k) program
• Health/dental/vision insurances
• Voluntary short-term disability insurance
• Company-paid long-term disability insurance
• Company-paid life insurance
• Voluntary supplemental insurances
• Paid Time Off (PTO)
• Paid holidays

Serenity Behavioral Health Services takes pride in our all-inclusive practice, welcoming everyone regardless of race, religion, culture, age, gender, sexual orientation, gender identity, or socioeconomic status. We provide quality mental health counseling to children, adolescents, and adults struggling with depression, anxiety, relationship distress, and trauma. We specialize in providing services to our LGBTQ+ community, deaf and hard-of-hearing community, and those in AOD recovery.

To learn more about our practice, please visit our website at www.serenity-bhs.org.

Serenity Behavioral Health Services is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences within our workforce.