Clinical Intake Coordinator

Overview

Centre of Healing Minds is seeking a dedicated, experienced, and detail-oriented Intake Coordinator to join our mental health team. This is a 100% work-from-home (WFH) position, offering the flexibility to work remotely while playing a key role in helping clients access the care they need.

The ideal candidate has prior experience as an Intake Coordinator in a mental health clinic and is familiar with the unique demands and sensitivities of the mental health field. Experience working with Jane, our practice management software, is required. We are looking for someone passionate about client-centered care, highly organized, and able to communicate with empathy and professionalism.

Responsibilities

• Serve as the primary point of contact for new clients, offering guidance, answering inquiries, and creating a welcoming and supportive first impression.
• Conduct initial client assessments and collect necessary background information, documentation, and intake forms.
• Coordinate appointments to align with therapist availability and client needs using Jane software.
• Verify insurance coverage (when applicable) and ensure all required forms and consents are completed and processed accurately.
• Maintain accurate and up-to-date client records in the clinic's database, ensuring compliance with confidentiality and data protection regulations (such as PHIPA).
• Manage inbound and outbound communication via phone, email, and WhatsApp chat services.
• Process billing tasks, accurately input billing details, and follow up on outstanding payments or documentation.
• Follow up on new profiles created in the system to ensure complete and accurate setup.
• Handle scheduling changes, track waitlists, and assist therapists with appointment management.
• Help manage the clinic's social media platforms by posting updates, supporting client engagement, and maintaining the online presence.
• Provide general administrative support, including filing, report preparation, and any additional tasks assigned by management.
• Collaborate closely with administrative and clinical teams to ensure seamless client onboarding and service delivery.
• Escalate any client concerns or urgent matters to management promptly.

Skills & Qualifications

• Required: Prior experience as an Intake Coordinator in a mental health clinic.
• Required: Strong familiarity and hands-on experience using Jane practice management software.
• Strong understanding of mental health services, therapy processes, and client-centered care.
• Excellent organizational and multitasking abilities in a fast-paced, remote work environment.
• Thrives in high-pressure environments and maintains a high standard of performance.
• Exhibits strong problem-solving skills with the ability to think creatively and strategically.
• Proficient computer skills and comfort using scheduling and electronic record systems.
• Outstanding phone, email, and chat communication skills, with a compassionate and empathetic approach.
• Familiarity with insurance verification and billing processes is an asset.
• Experience managing social media accounts for a business or clinic is a plus.
• Ability to maintain strict confidentiality, professional boundaries, and compliance with all regulatory requirements.
• Flexible, adaptable, and able to take on additional administrative tasks as needed.

Join Centre of Healing Minds as an Intake Coordinator and help make a meaningful difference in the lives of individuals and families seeking mental health support all from the comfort of your home.

We are excited to welcome someone who is passionate about providing exceptional care and being part of a supportive, mission-driven team.

Job Types: Full-time, Part-time

Pay: $17.60 per hour

Expected hours: 20 – 40 per week

Application question(s):

• Do you speak any other languages besides English?
• Are you located in Ontario and available for in-person Interview if selected?

Experience:

• Jane App: 1 year (required)
• Mental Health Clinic Intake Coordinator: 1 year (required)

Work Location: Remote