Client Scheduling and Intake Specialist

🔥 11 minutes ago

🌐 Mexico, Argentina, +4 more countries – Remote

🇲🇽 Mexico – Remote 🇦🇷 Argentina – Remote 🇨🇴 Colombia – Remote 🇧🇷 Brazil – Remote 🇳🇮 Nicaragua – Remote 🇭🇳 Honduras – Remote

💵 $10.4k - $12.5k / year

⏰ Full Time

🟡 Mid-level

🟠 Senior

✨ Intake Specialist

👻 Ghost score 13%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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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

• 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 information is accurate, organized, confidential, and compliant with privacy standards • Provide administrative assistance for day-to-day clinic operations • Assist with workflow organization, documentation, and communication tasks • Engage prospective clients, qualify their needs, and schedule consultations with appropriate providers • Use 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 • Support client retention through proactive communication, appointment reminders, and follow-up outreach

🎯 Requirements

• 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 • Spanish bilingual candidates are highly preferred • Experience using SimplePractice EHR, Grasshopper VoIP, Go High Level (GHL) CRM, and TherapyFlow or 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 • 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 • Reliable laptop or desktop computer • Stable high-speed internet connection of at least 25 Mbps • Noise-canceling headset • Working webcam for virtual meetings • Quiet and professional work environment

🏖️ Benefits

• Dedicated HR & Contractor Support Team • Premium VPN Access (Optional) • HIPAA & Cybersecurity Training + Certification (Provided) • Top 1% VA Performance Training • Client-Approved U.S. Holidays • Client-Approved Paid or Unpaid Time Off; paid time off is optional and only if offered by the client • Access to Tools & Resources, including templates, workflow guides, productivity tools, and client-specific SOP support • Optional performance-based incentives, bonuses, or increased hours based on performance • Optional contractor perks and client-approved allowances; these are not employee benefits