Intake Care Coordinator

New U Therapy Center & Family Services•Valencia, CA

1d•Onsite

About The Position

New U Therapy Center & Family Services is a multidisciplinary mental health organization dedicated to delivering innovative, high-quality behavioral health services that improve the lives of individuals, couples, and families. As we continue to expand our services and develop new programs, we are seeking an experienced and results-driven Intake Care Coordinator to help bring our next phase of growth to life. This role is ideal for someone with strong healthcare, client coordination, customer service, and consultative sales experience who is passionate about helping individuals access quality mental health care. If you thrive in fast-paced environments, enjoy building new initiatives from the ground up, and want to make a meaningful impact within a mission-driven organization, we encourage you to apply.

Requirements

3+ years of healthcare admissions, healthcare sales, wellness membership sales, or similar experience.
Experience working in a medical or healthcare setting required; mental health experience preferred.
Strong communication, customer service, relationship-building, and consultative sales skills.
Excellent organizational, time-management, multitasking, and follow-up abilities.
Strong attention to detail, analytical thinking, and problem-solving skills.
Ability to confidently explain and promote mental health services and program options.
Proficiency with Microsoft Office, Google Docs, Gmail, CRM, and EHR systems.
Compassionate, professional, and patient-centered approach.
Ability to work effectively with diverse clients, providers, and team members.
Commitment to confidentiality, HIPAA compliance, and exceptional client care.

Nice To Haves

Bachelor's degree in Healthcare Administration, Social Work, Mental Health, or a related field preferred.
Spanish-speaking preferred.

Responsibilities

Serve as the primary point of contact for prospective clients, referral sources, and new patient inquiries, responding promptly and professionally.
Conduct intake consultations, assess client needs, and educate prospective clients about available services, with an emphasis on the Functional Psychiatry Membership Program.
Schedule consultations and new client appointments for Functional Psychiatry, Psychiatry, and Psychotherapy.
Manage the complete client onboarding and admissions process, including forms, documentation, EHR setup, enrollment, and follow-up.
Coordinate provider recommendations and ensure a smooth transition into care.
Manage the prospective client pipeline within the CRM and accurately document all interactions and lead activity.
Conduct consistent follow-up through phone calls, text messages, emails, and CRM workflows to maximize appointments and enrollment.
Re-engage inactive leads, former clients, and referral opportunities to support admissions and retention.
Work toward established admissions, enrollment, and conversion goals while maintaining an exceptional client experience.
Coordinate scheduling and internal referrals across Psychiatry, Psychotherapy, and Functional Psychiatry services.
Collaborate with providers and clinical staff to support continuity of care and timely access to services.
Monitor client engagement and appointment attendance and conduct follow-up as needed.
Provide compassionate, professional, and confidential service while maintaining HIPAA compliance.
Collect demographic, insurance, and financial information from prospective clients.
Initiate Verification of Benefits (VOB) and coordinate with billing regarding eligibility and coverage.
Explain insurance benefits, membership fees, estimated financial responsibilities, and payment expectations.
Coordinate applicable deposits, deductibles, copays, and membership payments in accordance with organizational policies.
Maintain accurate client records, CRM activity, EHR documentation, referrals, and follow-up information.
Track referral sources, admissions, enrollment activity, and conversion metrics.
Upload and maintain intake forms, medical records, and supporting documentation.
Manage multi-line phone systems and provide administrative support as needed.
Maintain confidentiality and comply with HIPAA and organizational policies.

Benefits

100% Health Insurance and 75% Dental and Vision Insurance for employee coverage only
Company Life Insurance Coverage
401K with up to 3% matching
Paid two weeks vacation and 40 hours sick time
Six paid holidays per year
A collaborative, team-oriented work culture that fosters professional growth.
Fully equipped, comfortable office space in Westlake Village.
Access to an electronic health record platform for seamless documentation.
Annual team-building and corporate in-person events
Monthly culture-building activities such as company lunches