[Hiring] Behavioral Health Intake Coordinator @Winning Assistants

Role Description

• Answer incoming patient calls and serve as the practice’s first point of contact.
• Communicate with patients professionally, compassionately, and without judgment.
• Conduct initial patient intake and collect all required demographic, clinical, insurance, and referral information.
• Schedule, reschedule, confirm, and coordinate patient appointments.
• Support a smooth referral-to-intake process by following up on outstanding information and documentation.
• Complete and maintain accurate patient intake forms and records.
• Review documentation for completeness and accuracy before submission.
• Submit and track insurance authorization requests and related supporting documents.
• Assist with credentialing documentation and administrative follow-ups as needed.
• Perform general medical receptionist duties, including managing calls, messages, records, and patient inquiries.
• Maintain strict compliance with HIPAA requirements and patient confidentiality standards.
• Use appropriate clinical terminology when communicating with patients, providers, insurance companies, and other healthcare professionals.
• Provide day-to-day administrative support to reduce the provider’s workload and improve office efficiency.
• Escalate urgent, sensitive, or clinically concerning patient communications according to established practice protocols.

Qualifications

• At least 1 year of previous experience working in a mental health or behavioral health practice is required.
• Familiarity with mental health, behavioral health, and general clinical terminology.
• Ability to communicate appropriately with patients who may be depressed, anxious, grieving, traumatized, or emotionally distressed.
• HIPAA certification or strong knowledge of HIPAA compliance and patient confidentiality.
• Excellent spoken and written English communication skills with a clear, easily understood accent.
• Strong phone etiquette and professional patient communication skills.
• Exceptional organizational ability and attention to detail.
• Ability to complete patient documentation and administrative tasks accurately.
• Strong computer proficiency and the ability to learn healthcare systems quickly.
• Previous customer service experience, preferably within a healthcare environment.

Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.