Intake Coordinator

Everlasting Wellness LLC, a mission-driven mental health private practice, is seeking a dedicated and detail-oriented Intake Coordinator to serve as the first point of contact for prospective and current clients. This critical role ensures all new client onboarding, documentation, and insurance verification processes are conducted efficiently, accurately, and in compliance with state, federal, and payer regulations.

Mission Statement: To bring knowledge, support and care to women of all ages, backgrounds and experiences, where women feel comfortable, heard, supported and cared for mentally and physically. A place where all women will be heard no matter how soft their voice is.

The ideal candidate is organized, empathetic, and capable of multitasking in a fast-paced behavioral health setting. A deep commitment to client-centered service and regulatory compliance is essential.

Key Responsibilities

• Serve as the initial point of contact for prospective clients with warmth, professionalism, and confidentiality.
• Manage the intake and onboarding process for new clients, ensuring all intake forms, consents, and documentation are complete, current, and HIPAA-compliant.
• Maintain and monitor client records in SimplePractice.
• Conduct insurance verifications to confirm behavioral health coverage, eligibility, deductibles, and co-pay information prior to intake appointments.
• Ensure client records remain in compliance with payer requirements and best practices by monitoring deadlines for annual paperwork updates and reauthorizations.
• Stay familiar with ICD-10 coding to support clinical documentation accuracy and claim submission preparedness.
• Coordinate with therapists and administrative leadership to ensure timely scheduling of initial assessments, follow-ups, and recurring sessions.
• Maintain ongoing awareness of HIPAA, privacy, and security practices as applied to electronic health records and client interactions.
• Answer and manage incoming calls and voicemails, triaging inquiries, scheduling appointments, and directing calls as appropriate.
• Provide general administrative support, including scanning, uploading, faxing, and record maintenance, to enhance operational flow.

Qualifications

• Prior experience in a front desk, client intake, medical billing, or behavioral health administrative role is preferred.
• Familiarity with ICD-10, insurance verification processes, and behavioral health billing terminology is highly valued.
• Strong understanding of HIPAA compliance, privacy standards, and confidentiality protocols in mental health settings.
• Outstanding interpersonal and communication skills, with a client-centered and trauma-informed approach.
• Ability to work both independently and collaboratively, exercising sound judgment and discretion.
• Proficient in electronic systems such as SimplePractice, Google Workspace, and phone scheduling systems.
• Strong attention to detail and time management skills in a dynamic, client-facing environment.

Schedule:
Monday- 11-7:15pm Royersford
Tuesday- 9-5:30pm or 8-4:30pm Wyomissing
Wed- 11-7:15pm Wyomissing
TH- 9-5:30pm or 8-4:30pm Wyomissing
Friday- 9-5pm Wyomissing

Job Type: Full-time

Pay: $17.50 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Bereavement leave
• Continuing education credits
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Flextime
• Free parking
• Health insurance
• Health savings account
• Life insurance
• On-the-job training
• Paid orientation
• Paid sick time
• Paid time off
• Paid training
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Afternoon shift
• Day shift
• Evening shift
• Monday to Friday
• Morning shift
• No weekends

Work Location: In person

Salary : $18 - $20