Client Services & Intake Coordinator

About Us

Foundations Management Group, LLC is the management services organization behind Where Help Is Found and other virtual mental health practices dedicated to making healing accessible. We exist to support the administrative and operational infrastructure that allows exceptional clinicians to do their best work — and to ensure that every person who reaches out for help finds a clear, compassionate path to care.

We believe everyone deserves the opportunity to love their life. The practices we support are built on empathy, inclusivity, and evidence-based care for individuals, children, couples, and families. If you want your work to mean something beyond a job description — this is where we need you.

The Role

We are looking for a self-motivated, detail-oriented Client Services & Intake Coordinator to be the first point of contact for prospective and current clients of our virtual mental health practice.

You will handle the front-facing client experience: answering calls and inquiries, scheduling new and existing clients, managing intake, and serving as the calm, steady voice of this practice. The people who call us are often reaching out at one of the hardest moments of their lives. How you answer the phone matters enormously.

What You'll Do

• Answer inbound calls and respond to client inquiries via phone and email with warmth, professionalism, and patience - including occasional calls from frustrated or distressed callers
• Schedule new client intakes and manage existing client appointments across multiple clinicians using SimplePractice (our EHR and scheduling platform)
• Complete client intake process - collecting demographics, insurance information, and intake documentation
• Verify insurance eligibility and benefits prior to client appointments
• Maintain accurate client records and scheduling data with strict adherence to HIPAA rules
• Communicate clearly with clinical staff regarding scheduling needs, conflicts, and client concerns
• Manage general administrative correspondence, including emails and voicemails
• Identify and flag billing or insurance questions to our billing administrator
• Operate independently and manage your daily workflow with ownership and accountability - this role requires a self-directed professional who does not need step-by-step direction to stay on task
• Maintain a dedicated, private, and quiet home office workspace during all working hours - client calls involve sensitive mental health information and a distraction-free environment is non-negotiable

Compensation & Benefits

• $17-$21 per hour based on experience
• Bi-weekly direct deposit
• Annual compensation review with merit-based adjustments
• PTO Incentive Bank - accrues over time, may be used for paid time off and/or cashed out
• 401(k) retirement plan launching January 2027
• Company email, phone line, and HIPAA-compliant systems provided
• Comprehensive training from an experienced office administrator

What We're Looking For

Required:

• Self-starter with high autonomy - you manage your own time, stay organized without reminders, and know when to ask a question vs. when to solve it yourself
• Calm under pressure - you can handle a difficult or emotional caller with grace, de-escalate when needed, and not take it personally
• Strong character and good judgment - you treat every client interaction with the confidentiality and respect it deserves
• Minimum 2 years of experience in an administrative, front desk, medical office, or patient-facing role
• Exceptional written and verbal communication skills
• Proficiency with Google Workspace (Gmail, Calendar, Drive) and comfort learning new software quickly
• Maintain a dedicated, private, and quiet home office workspace during all working hours - client calls involve sensitive mental health information and a distraction-free environment is non-negotiable
• Reliable personal computer with high-speed internet connection and reliable phone coverage
• Familiarity with HIPAA and the confidentiality standards required in a healthcare setting

Preferred (not required):

• Experience in a mental health, behavioral health, or medical office setting
• Experience with insurance verification and eligibility checks
• Familiarity with SimplePractice or similar EHR/scheduling platforms
• Bilingual English/Spanish

A Note on Who Will Thrive Here

This practice serves people in vulnerable moments. We need someone who brings warmth and steadiness to every interaction - not just when it is easy, but especially when it is not. You do not need a clinical background, but you do need to care about the people you speak with and understand that your role is the bridge between someone who needs help and the clinician who can provide it. Every conversation you have, every record you touch, and every name you encounter is protected by federal law. Absolute discretion is not a soft skill here - it is a legal obligation and a condition of employment. If you are someone who genuinely understands the weight of that responsibility and takes it seriously, we want to hear from you.

How to Apply

Submit your resume through this posting. Make sure to include your references. In your application, briefly describe a time you had to manage a difficult or emotional interaction with a client or customer - and how you handled it. Applications without this response will not be reviewed.

Foundations Management Group, LLC is an equal opportunity employer.

Pay: $17.00 - $21.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

• 401(k)
• Paid time off

Application Question(s):

• Do you have a reliable personal computer with high-speed internet and reliable phone coverage?
• Do you have a dedicated, private, and quite home office workspace in a distraction-free environment?

Experience:

• Administrative, Medical Office, or Patient-Facing: 2 years (Preferred)

Location:

• Texas (Preferred)

Work Location: Remote