Intake and Booking Coordinator

Company Description

Mindsession is a clinic based in Montreal, Quebec in Canada specialized in intercultural psychology. We are looking for an ambitious and witty team member to help with intake and assist with various other administrative and operational duties of our clinic.

Job Description

Position Overview: We are seeking a highly organized and compassionate individual to join our team as an Intake and Booking Coordinator at our psychology clinic. The Intake and Booking Coordinator will be responsible for managing the intake process for new clients, scheduling appointments, and ensuring smooth communication between clients and clinicians. This role requires excellent communication skills, attention to detail, and the ability to handle sensitive information with professionalism and discretion. 

This is a work from home full-time position (40 hours / week). Candidates from abroad are welcome to apply. Candidate must speak English and French fluently.  

Key Responsibilities:

1. Client Intake:

   • Conduct initial intake assessments with new clients over the phone.
   • Review client request form and assign clinic clinicians to clients 
   • Explain clinic policies, procedures, and available services to clients.
   • Maintain confidentiality and sensitivity when discussing client information.

2. Appointment Scheduling:

   • Coordinate scheduling of appointments for new clients according to clinicians schedules.
   • Create new client files in our EHR system and ensure it fully completed and intake documents are sent correctly.
   • Communicate appointment details to new clients, including date, time, location, and any necessary preparation instructions.
   • Reschedule appointments as needed, accommodating both client and clinician availability.

3. Client Communication:

   • Serve as the primary point of contact for clients, addressing inquiries, concerns, and requests in a timely and professional manner (phone and email).
   • Provide assistance and support to clients in navigating clinic services and resources.
   • Communicate with clinicians regarding client needs, appointment changes, and other relevant information.

4. Billing & Insurance:

   • Input payment details into EHR system and client file.
   • Updating credit card information as needed.
   • Following up on unpaid client sessions.
   • Ensuring client billing and invoicing is done accurately. 
   • Managing client or clinician inquiries regarding billing. 

5. Referral & Metric Tracking: 

   • Tracking inbound referrals & following up
   • Creating & updating waiting lists
   • Calculating monthly conversion rates
   • Update weekly or monthly key performance indicators (KPIs)

6. Human Resources:

   • Provide assistance and support to clinic clinicians in following clinic administrative procedures.
   • Sending weekly reports to therapists for missing or unlocked notes.
   • Helping to screen and onboard new hires.
   • Calculating & preparing monthly payroll for clinicians. 

7. Administrative Support:

   • Maintain accurate and up-to-date client records in the clinic database.
   • Collaborate with administrative staff to ensure smooth clinic operations.
   • Maintain accurate and complete records of SOPs (standard operating procedures) and clinic training materials. 
   • Complete additional administrative tasks as assigned by clinic management (as needed).
   • Assist clinic director in business development efforts and additional clinic projects (as needed). 
8. Social Media Management (as needed): 
   • Content Creation: Developing high-quality and engaging content, including text and images, most relevant to your ideal clients.
   • Content Scheduling: Planning and scheduling posts in advance using a social media management tool to maintain a consistent posting schedule.
   • Audience Engagement: Actively engaging with the audience through comments, likes, shares, and direct messages to build relationships and boost visibility.

Qualifications

Qualifications:

• French and English Proficiency
• Bachelor's degree in psychology, social work, counseling, or related field preferred.
• Previous experience in a similar role, preferably in a healthcare or mental health setting.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent interpersonal skills and a compassionate approach to client interactions.
• Proficiency in computer applications, including Microsoft Office, Google workspace, and electronic medical records systems.
• Knowledge of HIPAA regulations and ability to maintain confidentiality of client information.
• Flexibility to adapt to changing priorities and work collaboratively within a team environment.
• Curiosity, transparency, and drive to continuously improve processes and results. 

Additional Information

Benefits:

• Work-from home with flexible work arrangements
• Competitive salary commensurate with experience.
• Dynamic and fulfilling work context (mental health)
• Opportunities for professional development and growth
• Autonomy and space to creatively contribute towards company goals 
• We value work-life balance