Client Intake Specialist

Please note: The Start Date for this position is expected to be September/October 2026. We are a thriving mental health therapy and psychiatry private practice dedicated to providing compassionate, effective, evidence-based care to our community in the Washington, D.C., metropolitan area. Our practice predominantly services children, adolescents, and families in individual and group setting. We are seeking a highly organized, empathic, and personable Intake Coordinator to join our team on a part-time basis. This critical role serves as an initial point of contact for our clients, making a positive and lasting impression while ensuring smooth and efficient intake processes. The successful candidate will excel at and enjoy customer service, serving both prospective clients and our clinicians from initial inquiry to completed intake. This position can be remote or in-office.

Hours are somewhat negotiable/flexible but candidates should anticipate: Mondays, Tuesdays, and Wednesdays 8:30am – 3:30pm. We anticipate 20 hours/week to start.

Job Responsibilities and Duties:

● Answer and respond to incoming calls and emails from prospective clients, manage inquiries, and provide exceptional customer service to patients, families, and referral sources.
● Conduct initial client interviews and complete all necessary admissions paperwork, ensuring accuracy and completeness.
● Match clients with clinicians based on their respective schedules, clinician areas of expertise, and patient needs.
● Coordinate the formation of groups for group therapy offerings (the practice runs group for the spring, summer, and fall ‘semesters’), by tracking the composition of groups of 4-6 clients based on need, age, availability, and regularly communicating status with clients.
● Warmly and proactively describe our practice’s services and unique value to prospective clients via email and phone.
● Create and maintain accurate and up-to-date patient records in our electronic health record (EHR) system, as necessary.
● Collaborate effectively with therapists, administrative staff, and other healthcare professionals to ensure seamless patient care.
● Maintain patient confidentiality and adhere to all HIPAA regulations.
● Contribute to marketing and community engagement efforts
● Assist with other administrative duties as assigned.