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Client Scheduling & Intake Specialist

Location

Philippines

Posted

47 days ago

Salary

$6 - $7 / hour

Seniority

Mid Level

No structured requirement data.

Job Description

Client Scheduling & Intake Specialist

Winning Assistants

Role Description - Respond to incoming calls from prospective clients seeking mental health services. - Provide compassionate, professional, and empathetic support during initial client interactions. - Match clients with appropriate therapists based on availability, specialties, and client needs. - Schedule initial therapy appointments and coordinate therapist calendars efficiently. - Manage appointment availability, rescheduling requests, and intake scheduling workflows. - Ensure smooth coordination between clients and providers. - Answer basic questions regarding insurance coverage and therapy services. - Verify insurance eligibility and benefits as needed. - Collaborate with the billing department to resolve insurance or payment-related inquiries. - Enter and maintain client records within practice management software. - Ensure all information is accurate, organized, and handled confidentially in compliance with privacy standards. - Provide administrative assistance to support day-to-day clinic operations. - Assist with workflow organization, documentation, and communication tasks as needed. - Conduct appointment-setting activities by engaging prospective clients, qualifying their needs, and scheduling consultations with appropriate providers. - Utilize consultative sales techniques to build rapport, address concerns, and encourage prospective clients to proceed with mental health services. - Follow up with leads, missed inquiries, and referral sources to maximize appointment conversions and maintain a positive client experience. - Support client retention efforts through proactive communication, appointment reminders, and follow-up outreach. Qualifications - At least 1 year of previous experience handling client intake, appointment scheduling, lead generation, insurance verification, and client communication in a behavioral health setting is highly preferred. - Experience using SimplePractice EHR, Grasshopper VoIP, Go High Level (GHL) CRM, and TherapyFlow or any similar tools is highly preferred. - Ability to manage confidential and sensitive information professionally. - Excellent verbal and written communication skills. - Ability to learn and adapt to new software and systems independently. - High attention to detail and follow-through. Requirements - Must be proficient in speaking and writing English very clearly. - Must have relevant work experience. - Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]. - Must be available for video meetings with your camera on (when needed). - Device: Reliable laptop or desktop computer. - Internet: High-speed connection (minimum 10 Mbps). - Audio: Noise-canceling headset. - Video: Webcam for virtual meetings. - Workspace: Quiet, professional 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.

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