Lead Intake Operations Supervisor

Grow Through Life Counseling, Inc.; San Diego (CA); On-site; USD 60,000 - 78,000; Full time

Job summary

Grow Through Life Counseling, Inc. is seeking a Lead Intake Coordinator to oversee the day-to-day operations of the intake team and ensure smooth, policy-compliant processes. You will guide training, support, and performance while maintaining patient-centered service.

The role combines leadership with hands-on intake duties, including calls, emails, charting, scheduling, and billing-related tasks. You will identify workflow improvements and drive efficiency across the department.

Qualifications

• Excellent leadership and team management skills; prior lead or supervisory experience preferred.
• Knowledge of HIPAA, patient confidentiality, and healthcare compliance.
• Excellent verbal and written communication with patients and staff.
• Strong organizational and time-management skills; able to prioritize in fast-paced environments.
• Strong problem-solving and critical-thinking abilities; identify operational challenges and propose solutions.
• High attention to detail and accuracy.
• Ability to work independently with initiative and know when to escalate.
• Adaptability to changing priorities, practice needs, software updates, and procedures.
• Ability to multitask.
• Computer systems competency.
• Commitment to exceptional customer service and creating a welcoming environment.
• Willingness to perform other duties as needed.

Responsibilities

• Supervise, mentor, and support a team of Intake Coordinators.
• Conduct regular team meetings to discuss goals and process improvements.
• Provide ongoing training and guidance to team members.
• Monitor daily intake operations including calls, voicemails, and emails.
• Lead escalation for patient concerns and scheduling issues.
• Develop and maintain standardized intake procedures across the department.
• Conduct routine audits of patient charts and scheduling accuracy.
• Review intake reports and monitor KPIs.
• Ensure intake activities follow HIPAA and policies.
• Collaborate with clinical, billing, admin, and leadership teams.
• Stay informed about policy changes and software updates.
• Lead with a professional, compassionate approach.
• Foster a collaborative and accountable team environment.
• Coordinate billing questions with Billing Specialist.
• Attend practice events when possible.
• Read bios to learn therapists.
• Communicate with Support Team Lead.

Skills

Leadership experience

Team management

HIPAA compliance

Communication skills

Organizational skills

Problem solving

Attention to detail

Independent decision-making

Multitasking

Computer literacy

Job description

Grow Through Life Counseling, Inc. is seeking a Lead Intake Coordinator to oversee the day-to-day operations of the intake team and ensure smooth, policy-compliant processes. You will guide training, support, and performance while maintaining patient-centered service.

The role combines leadership with hands-on intake duties, including calls, emails, charting, scheduling, and billing-related tasks. You will identify workflow improvements and drive efficiency across the department.