Behavioral Health Intake Coordinator

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Winning Assistants LLC

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Winning Assistants LLC is a staffing and recruiting company that provides virtual assistants from the top 1% of the global talent pool. They specialize in helping doctors, healthcare professionals, and business owners save time, reduce costs, and scale operations with highly skilled, HIPAA-compliant virtual assistants. Their services include admin support, medical office management, marketing, and customer service, allowing clients to focus on growth.

📋 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.

🎯 Requirements

• 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. • 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.

🏖️ 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.