Intake Coordinator

Are you passionate about creating positive first impressions and ensuring smooth operations? Do you thrive in a supportive environment where your organizational skills directly impact people's access to vital mental health services?

, a well-established and expanding family-focused therapy and wellness center in Cow Hollow, is seeking a full-time Intake Coordinator to join our collaborative and evidence-based clinical team.

The Opportunity: What's In It For You?

This is more than an administrative role; you are the welcoming voice and organizational hub of our practice. You'll play a pivotal part in connecting children, teens, adults, and families with needed mental health support in the Bay Area. You will:

• Make a Direct Impact: Be the crucial first point of contact, shaping the initial experience for clients seeking care.
• Join a Collaborative Team: Work alongside dedicated clinicians in a supportive environment fostered through weekly team meetings and open communication.
• Grow and Contribute: Utilize your curiosity and initiative to identify and suggest improvements to our intake workflow and office systems. We value your input!
• Support Evidence-Based Care: Contribute directly to the success of a practice committed to providing high-quality, evidence-based assessment, intervention, and education.

What Success Looks Like (Key Deliverables):

• Within 30 days: You'll master our intake procedures for therapy, assessment, and group services, confidently navigating client inquiries and our electronic medical record (EMR) system.
• Within 90 days: You'll be independently managing the flow of incoming therapy, assessment, and group inquiries, ensuring a seamless and compassionate onboarding experience for new clients and collaborating effectively with clinicians.
• Within 6 months: You'll leverage your growing understanding of our practice to propose at least one actionable improvement to our intake or office management processes.

Your Responsibilities (Achieving Outcomes):

• Ensure every potential client feels heard and understood by responding compassionately and efficiently (within one business day) to all phone and email inquiries regarding therapy, assessment, and groups.
• Facilitate client access to care by conducting initial phone screens, answering questions clearly, assigning clients appropriately, and scheduling initial sessions.
• Support our clinical team by issuing/scoring rating scales, creating test score appendices, managing paperwork, and ensuring accurate data entry.
• Maintain a welcoming and efficient office environment through proactive office management, supply replenishment, mail management, and coordination in our Cow Hollow location(s).
• Contribute to practice insights by creating metric reports using our EMR system.
• Handle occasional communications with insurance companies and gather billing information as needed.
• Actively participate in weekly staff meetings.

What You Bring (Qualifications):

• Strong interpersonal and customer service skills – you excel in client-facing interactions.
• Excellent attention to detail and organizational abilities.
• A mature, reliable, efficient, and collaborative approach to teamwork.
• Curiosity, critical thinking, and initiative – especially around improving systems.
• Proficiency with standard office software and ability to quickly learn our EMR system.
• Previous experience in healthcare and/or customer service settings is highly desirable.

Logistics:

• Schedule: Full-time, 40 hours per week, weekday daytime availability required.
• Location: Part-time on-site presence required at our Cow Hollow office(s). Potential for periodic support in Mill Valley.
• Compensation: $23-$28 per hour, based on experience.
• Benefits: Eligible for employer-sponsored health benefits (medical, dental, vision) after the first month; 401k with employer match available after six months.

Our Commitment to Diversity:

We are an Equal Opportunity Employer committed to fostering a diverse and inclusive environment. We seek staff that reflect our diverse Bay Area community and warmly welcome applications from persons of color, all genders, and the LGBTQ community.

Ready to Make an Impact?

If this opportunity resonates with you, please send your CV and three professional references to the attention of Miranda Fuentes at

In your cover letter, please specifically address the following:

• Why does this particular opportunity at Practice San Francisco appeal to you?
• Describe a time you successfully managed competing administrative priorities OR improved a process in a previous role.

We look forward to hearing from you!

Job Type: Full-time

Pay: $23.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 5x8
• 8 hour shift
• Afternoon shift
• Day shift
• Monday to Friday
• No nights

Education:

• Bachelor's (Required)

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• San Francisco, CA 94123 (Required)

Ability to Relocate:

• San Francisco, CA 94123: Relocate before starting work (Required)

Work Location: In person

Salary : $23 - $28