Access and Intake Coordinator Part-Time

Harlem Family Services•Nyc, NY

4d•Onsite

About The Position

Be part of something Harlem has been waiting for. Harlem Family Services is opening a new kind of community mental health center—one built on dignity, access, and deep respect for the lived experiences of Central and East Harlem. As we launch the Margaret Morgan Lawrence Center for Family and Child Development, we are seeking a compassionate and highly organized Intake Coordinator to serve as the welcoming front door to care. This is a rare opportunity to help build a trauma-informed, culturally responsive clinic from the ground up—supporting children, adults, and families in accessing timely, meaningful mental health services in a space designed to help people feel safe, seen, and supported from day one.

Requirements

Experience in intake coordination or case management in a social services setting.
Strong communication and interpersonal skills to engage effectively with clients.
Ability to handle sensitive information with confidentiality and professionalism.
Proficiency in Microsoft Office Suite and client management software.
Knowledge of community resources and services available to clients.
Compassionate demeanor with a commitment to serving diverse populations.
Ability to work collaboratively in a fast-paced environment.

Nice To Haves

Bachelor's degree in social work, psychology, or a related field preferred.

Responsibilities

Serve as the first point of contact for individuals and families seeking mental health services, in person and by phone
Gather and accurately document demographic, clinical screening, and insurance information to support timely access to care
Schedule intake appointments and initial assessments, ensuring smooth handoff to clinical staff
Support Same Day Access (SDA) for walk-in clients by collecting required information, coordinating with leadership, and facilitating immediate next steps
Triage urgent or high-risk situations in collaboration with supervisory and clinical leadership (non-clinical role)
Verify insurance eligibility and communicate coverage details and next steps to clients clearly and respectfully
Ensure all pre-intake paperwork and consents are completed prior to appointments
Maintain organized, HIPAA-compliant records within the EHR and related systems
Coordinate closely with clinicians, front desk, billing, and administrative teams to reduce barriers to care
Track appointment availability, cancellations, and backfill openings to maximize access
Contribute to a welcoming, trauma-informed clinic environment , especially for walk-ins and first-time client'
Collaborate cross-functionally with internal teams to ensure accurate billing and timely claim submission