Intake Coordinator

About Paynters Counseling Center

Paynters Counseling Center is an outpatient behavioral health practice committed to providing compassionate, professional care to individuals, couples, and families.

We are seeking a dependable, personable, and highly organized Practice Office Manager & Intake Coordinator to manage the administrative front door of our growing practice.

This is an excellent opportunity for someone with experience in a behavioral health practice, medical office, mental health clinic, healthcare intake, or referral coordination who enjoys both helping people and building efficient systems.

What You'll Do

• Answer and return incoming practice calls and voicemails

• Respond to prospective-client inquiries

• Conduct non-clinical intake screening using established PCC procedures

• Collect demographic, insurance, referral, and scheduling information

• Schedule consultations and appointments

• Send and monitor intake paperwork

• Follow up with prospective clients who have not completed the intake process

• Maintain accurate information in SimplePractice

• Assist with insurance eligibility and administrative follow-up as assigned

• Monitor the practice's general email and administrative communications

• Receive and coordinate referrals from healthcare professionals

• Communicate professionally with hospitals, primary-care offices, social workers, case managers, and discharge planners

• Contact healthcare organizations to introduce PCC as an outpatient behavioral-health referral resource

• Identify referral coordinators and maintain relationships with community referral partners

• Send approved PCC referral materials by email or fax

• Maintain PCC's hospital and medical referral-network tracker

• Follow up on outstanding referral-network opportunities

• Track referral sources and resulting client referrals

• Maintain organized administrative records

• Provide a brief weekly operations and referral-development report to the Clinical Director

What This Position Does Not Do

This is a non-clinical position. The Office Manager does not diagnose clients, conduct clinical assessments, determine treatment recommendations, or independently make clinical eligibility or level-of-care decisions.

Clinical concerns are escalated to the Clinical Director or treating clinician.

Who We're Looking For

The ideal candidate is warm and professional on the phone, highly organized, comfortable with technology, persistent with follow-up, and able to work independently without allowing details to fall through the cracks.

Preferred qualifications include:

• Experience in a behavioral health, psychotherapy, medical, or healthcare office

• Previous intake, scheduling, referral coordination, or medical-office experience

• Familiarity with SimplePractice or another behavioral-health EHR

• Understanding of health insurance terminology

• Experience communicating with hospitals, medical practices, or insurance companies

• Knowledge of HIPAA and patient confidentiality

• Strong telephone and written communication skills

• Excellent follow-through and attention to detail

• Ability to appropriately distinguish administrative matters from issues requiring clinical escalation

Schedule

Approximately 10–15 hours per week initially, with the possibility of additional hours as the practice grows.

Availability during regular Massachusetts healthcare business hours is important because the position involves communication with hospitals, physician offices, insurance companies, and referral departments.

Compensation

$25.00–$30.00 per hour, depending on relevant experience.

Candidates with direct behavioral-health practice management, SimplePractice, insurance, intake, or healthcare referral experience may be considered toward the higher end of the range.

What Success Looks Like

The successful candidate will help PCC create a responsive and organized client experience from the first phone call through scheduling while steadily expanding relationships with healthcare referral partners.

We are looking for someone who can eventually take ownership of the administrative workflow, not simply answer phones.

To Apply

Please submit your resume along with a brief statement describing your experience with behavioral health or medical-office administration, client intake, scheduling, insurance, and/or healthcare referrals.

Job Type: Part-time

Pay: $25.00–$30.00 per hour

Expected hours: 10–15 per week

Work setting: Fully remote

Pay: $25.00 - $30.00 per hour

Application Question(s):

• How many years of medical or behavioral-health office experience do you have?
• Have you used SimplePractice or another EHR?
• Please briefly describe your experience handling new-client intake or healthcare referrals.

Work Location: Remote