Office & Intake Coordinator

The W Group Mgmt; New York (NY); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid time off

Paid holidays

Growth opportunities

Job summary

The Second Wind is seeking an Office & Intake Coordinator to support administrative operations, onboarding, and patient intake at our Brooklyn office. This hands-on role blends admin, HR coordination, and intake duties in a growing outpatient program.

You will manage intake lines, verify insurance, coordinate onboarding, set up staff with accounts and equipment, and help maintain a welcoming, organized office with opportunities to advance as the program grows.

Qualifications

• Prior experience in a healthcare office, intake, HR, or administrative role preferred.
• Experience with insurance verification and EMR systems strongly preferred.
• Familiarity with InSync, Empeon, or similar systems is a plus.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.

Responsibilities

• Manage the intake phone line and intake-related emails.
• Track and respond to referral leads and enter new patients into the EMR with accurate co-pays.
• Coordinate completion and medical sign-off of required medical evaluations.
• Verify insurance eligibility prior to admission and conduct monthly verifications.
• Coordinate end-to-end onboarding for new employees and manage onboarding documentation.

Skills

Strong organizational skills

Excellent verbal and written comms

Multi-tasking

Service-oriented demeanor

Tools

EMR systems

InSync

Empeon

Job description

Office & Intake Coordinator

Location: 2357 60th Street, Brooklyn, NY 11204 (2 to 3 weeks of initial training at our Manhattan office)
Position Type: Full-Time | In-Office
Reports To: Clinical Director and Upper Management, or their designee

About Us

The Second Wind is a growing outpatient behavioral health and substance use disorder treatment provider committed to delivering high-quality, compassionate care. We are seeking an organized, detail-oriented Office & Intake Coordinator to support administrative operations, employee onboarding, and patient intake at our Brooklyn office.

Position Summary

The Office & Intake Coordinator is a hands-on, multi-functional role combining administrative support, HR and onboarding coordination, and intake responsibilities. This is a great opportunity for someone who enjoys variety, takes ownership of their work, and wants to grow with a developing program. As the department expands, the right candidate will have the opportunity to grow into a management position, taking on greater responsibility and helping lead a growing team.

Key Responsibilities:

Intake & Admissions

• Manage the intake phone line and intake-related emails, responding to new inquiries promptly
• Track and respond to referral leads
• Enter new patients into the EMR and ensure co-pay amounts are recorded accurately
• Coordinate completion and medical sign-off of required medical evaluations
• Assign new patients to clinicians and notify them by email

Insurance Verification

• Verify insurance eligibility prior to admission
• Conduct monthly insurance verifications for all active patients
• Address insurance changes, lapses, or discrepancies and communicate issues to leadership

HR & Onboarding

• Coordinate end-to-end onboarding for new employees
• Conduct reference checks and prepare offer letters
• Initiate hiring packets and track completion of onboarding documentation
• Complete exclusion list checks and manage fingerprinting and background check requirements
• Verify professional licenses and credentials and track expiration dates
• Maintain confidential personnel records in accordance with agency policy and regulations

Systems & Equipment

• Set up new staff with email accounts, laptops, ID badges, and phone system access
• Create and maintain staff profiles in the EMR and other required systems
• Maintain an up-to-date log of company equipment and inventory

Office Operations

• Monitor program email accounts and incoming mail daily
• Order and maintain office supplies, pantry items, and beverages
• Support leadership with audits, payroll reports, and administrative tasks as needed
• Support day-to-day office operations and maintain an organized, welcoming environment

Qualifications

• Prior experience in a healthcare office, intake, HR, or administrative role preferred
• Experience with insurance verification and EMR systems strongly preferred
• Familiarity with InSync, Empeon, or similar systems is a plus
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Ability to manage multiple priorities and maintain confidentiality
• Professional, friendly, and service-oriented demeanor
• Interest in growing into a leadership role as the department expands

What We Offer

• Paid time off, including vacation and sick days
• Paid holidays
• Health insurance
• Retirement investment plan
• A clear path for growth into a management position
• A supportive, collaborative team environment

Equal Employment Opportunity

The Second Wind, Inc. is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace. We provide equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, marital status, pregnancy, military or veteran status, citizenship status, or any other characteristic protected by applicable federal, state, or local law. We strongly encourage qualified candidates from diverse backgrounds, including individuals with lived experience and those who reflect the communities we serve, to apply.