Virtual Intake Coordinator For A Counseling Services In The US (home Based Part Time) - Remote Eligible

Virtual Assistant

Answer incoming intake calls in a professional, empathetic, and client-centered manner. Respond promptly to emails, website inquiries, leads, and voicemail messages. Verify insurance eligibility and benefits for commercial and Medicaid plans. Create and manage new client profiles within the TherapyNotes EHR system. Upload insurance cards, intake documents, releases, and client records into the EHR. Send intake paperwork and monitor completion status. Follow up with clients regarding incomplete forms, scheduling needs, or missing information. Coordinate scheduling between clients and clinicians based on availability, specialties, insurance compatibility, age range, and client preferences. Maintain organized practice waitlists and accurate client documentation. Monitor intake workflows and communicate updates to the administrative and clinical team. Escalate urgent concerns or complex situations to licensed clinical staff as needed. Maintain HIPAA compliance and confidentiality standards at all times. Provide general administrative support related to intake coordination and client onboarding.

Excellent spoken and written English communication skills. Warm, calm, empathetic, and professional phone presence. Strong organizational and multitasking abilities. Ability to handle sensitive conversations professionally and compassionately. Experience with U.S. healthcare administration preferred. Experience verifying insurance benefits preferred. Familiarity with TherapyNotes or similar EHR systems strongly preferred. Comfortable following detailed SOPs and workflows. Strong attention to detail and documentation accuracy. Ability to work independently while maintaining communication with supervisors. Reliable internet connection and professional remote work environment. Familiarity with HIPAA and confidentiality expectations preferred. Must be a Filipino citizen currently residing in the Philippines.

Experience in behavioral health, mental health, or medical office settings. Intake coordination or patient scheduling experience. Experience supporting telehealth practices. Familiarity with Medicaid and commercial insurance terminology. Experience using Outlook, Microsoft Teams, spreadsheets, and scheduling systems.

Please only apply for this role if you have the following home office requirements: Perfectly working headset and webcam. Stable internet connection of at least 25 Mbps ~ 50 Mbps. Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later. Quiet room with no distractions or background noises. A backup plan if the power goes out or if your internet connection becomes unstable during your shift.