Administrative Assistant/Intake Coordinator

Imind Health LLC•Lanham, MD

11d•$23 - $26•Onsite

About The Position

iMind Behavioral Health is seeking a detail-oriented, organized, and customer-focused C & A Services Intake Coordinator/Administrative Assistant to support daily Children & Adolescent Services operations. The role supports client registration, insurance verification, scheduling, and accurate documentation to facilitate timely billing and quality service delivery. It serves as a primary contact for clients, families, and referral sources and helps maintain a professional, welcoming, and well-organized office environment. The position also coordinates appointments and referrals, monitors attendance, reviews documentation for billing completeness, and supports program reporting and administrative records. It works collaboratively with clinical and administrative teams while maintaining confidentiality and complying with HIPAA requirements. The position is full-time, based in Lanham, Maryland, and reports to the Office Manager. Compensation is $23–$26; the posting does not specify a pay period.

Requirements

High school diploma or equivalent required.
At least 1 year of administrative or customer service experience; healthcare or behavioral health experience is preferred.
Basic understanding of health insurance, eligibility verification, and medical billing procedures.
Strong computer skills, accurate data entry, and ability to navigate multiple electronic systems.
Excellent organizational, multitasking, and time-management skills.
Strong written and verbal communication skills.
Ability to maintain confidentiality and comply with HIPAA requirements.
Professional demeanor, strong customer service skills, and ability to work collaboratively with clinical and administrative teams.

Nice To Haves

Associate degree in healthcare administration, business administration, or a related field.
Experience with electronic health records, particularly InSync.
Knowledge of Medicaid, commercial insurance, and behavioral health billing requirements.
Experience with insurance verification, benefits coordination, and medical billing codes.
Previous experience in behavioral health, pediatric healthcare, or youth services.
Familiarity with Greenspace or other outcome measurement platforms.
Bilingual proficiency in English and Spanish.

Responsibilities

Serve as the primary point of contact for clients, families, and referral sources.
Answer calls, greet visitors, process referrals, and assist families with intake paperwork.
Explain insurance benefits, eligibility, and coverage information to clients and families.
Maintain organized records and a professional, welcoming office environment.
Register clients and enter demographic and insurance information into InSync EHR, Greenspace, and BHL.
Verify insurance eligibility, benefits, and required authorizations.
Ensure consent forms and registration documents are complete and accurate.
Maintain consistent client information across electronic systems.
Schedule assessments, evaluations, follow-up appointments, and school re-entry meetings.
Manage provider calendars and coordinate appointments through InSync.
Send appointment reminders, monitor attendance, and follow up on missed appointments.
Coordinate referrals and communication between C & A Services and other agency programs.
Review documentation for completeness to support accurate and timely billing.
Monitor billable service entries and identify missing or incomplete documentation.
Apply basic knowledge of medical billing codes and insurance requirements.
Communicate documentation concerns to clinicians and billing staff for correction.
Assist with program reporting, tracking client incentives, and maintaining administrative records.
Support program leadership with additional administrative duties as assigned.