Client Intake & Scheduling Coordinator (Mental Health Practice)

About the role Join a growing outpatient mental health practice (30+ clinicians) as the front-line coordinator for new and existing client needs. You’ll answer inbound calls, complete intakes, schedule clients with the right therapist, and handle follow-ups (e.g., obtaining a card on file or missing information). This is a client facing, service-first role that keeps the practice organized and responsive. Key responsibilities ● Inbound intake & triage ○ Answer calls and messages professionally; gather required intake details using established scripts/checklists. ○ Assess fit, availability, and preferences; route to the appropriate clinician or program. ● Scheduling & calendar management ○ Offer appointment options, book, reschedule, and confirm sessions per practice protocols. ○ Maintain clean, up-to-date schedules; prevent double-bookings and close gaps. ● Client follow-ups ○ Proactively reach out when information is missing (e.g., credit card on file); complete reminder and confirmation calls/messages. ○ Document outcomes and escalate issues promptly when needed. ● Customer service ○ Provide compassionate, clear information about next steps, policies, and basic practice logistics. ○ Capture and relay client feedback; de-escalate concerns and hand off to leadership when appropriate. ● Process adherence & documentation ○ Follow established intake/scheduling SOPs; keep accurate records in the practice systems. ○ Protect client privacy at all times and handle sensitive information discreetly.