Intake Coordinator: Warm, Efficient Client Onboarding

Bethlehem Counseling Associates; Bethlehem (Northampton County); On-site; USD 42,000 - 56,000; Full time

Job summary

Bethlehem Counseling Associates (BCA) is seeking a warm, organized Intake Coordinator to be the first contact for individuals seeking mental health services. This role helps clients begin therapy, identifies suitable clinicians, and guides the transition from inquiry to scheduled appointment.

The ideal candidate is compassionate, detail-oriented, comfortable on the phone, and adept with electronic health records, scheduling systems, and secure communications.

Qualifications

• Excellent verbal and written communication skills.
• Strong telephone and customer-service skills.
• Highly organized with strong attention to detail.
• Ability to manage multiple inquiries and follow-ups.
• Confidentiality and HIPAA compliance.

Responsibilities

• Respond promptly to prospective clients by phone, email, or website inquiry.
• Understand client concerns, scheduling needs, insurance, location, and therapist preferences.
• Match clients with appropriate therapists based on clinical needs and availability.
• Explain services, scheduling, insurance, and self-pay options.
• Schedule new client appointments and enter data into the electronic health record.
• Follow up with incomplete scheduling and communicate with therapists.
• Maintain documentation of contacts, referrals, and outcomes.
• Elevate situations requiring clinical or admin guidance.
• Provide warm, helpful, and professional experience to clients.
• Collaborate with admin team to ensure smooth transition to first appointment.
• Protect client confidentiality per HIPAA.

Skills

Verbal communication

Written communication

Phone skills

Organizational skills

Multitasking

Prioritization

Data entry

HIPAA familiarity

Time management

Professionalism

Tools

Electronic Health Records

Scheduling systems

Email tools

Job description

Bethlehem Counseling Associates (BCA) is seeking a warm, organized Intake Coordinator to be the first contact for individuals seeking mental health services. This role helps clients begin therapy, identifies suitable clinicians, and guides the transition from inquiry to scheduled appointment.

The ideal candidate is compassionate, detail-oriented, comfortable on the phone, and adept with electronic health records, scheduling systems, and secure communications.