Intake Specialist

JOIN A MISSION-DRIVEN PRACTICE THAT SERVES WITH PURPOSE 

For more than 30 years, Light Counseling has served thousands of individuals, couples, and families across Virginia and beyond. We provide professional, confidential, distinctly Christian counseling grounded in clinical excellence and God’s truth. 

Our mission is simple: bring hope to the hopeless and healing to the hurting. 

The Intake Specialist plays a vital role in that mission. For many clients, this is the first person they speak with when seeking help, and that interaction shapes their first experience with Light Counseling. 

We are seeking an Intake Specialist who is passionate about serving others, creating a welcoming environment, and supporting both clients and staff in a fast-paced, team-oriented setting.

ROLE OVERVIEW  

The Intake Specialist is the first point of contact for prospective clients and is responsible for managing the onboarding process from initial outreach through scheduling. This role supports both clients and clinicians by ensuring that all intake steps are handled efficiently and accurately. 

Working in a high-volume, insurance-based setting, the Intake Specialist plays a key role in coordinating communication, verifying insurance, and maintaining accurate client records. This position requires strong organization, attention to detail, and consistent follow-through. 

Success in this role looks like: 

• Timely, compassionate responses to new client inquiries  
• Accurate insurance verification and documentation  
• Smooth coordination between scheduling, billing, and clinical teams  
• A clear, organized intake process that reduces friction for both clients and providers 

DUTIES AND RESPONSIBILITIES  

• Respond to new client inquiries and complete initial outreach in a timely and professional manner  

• Schedule and reschedule initial appointments based on client needs and provider availability  

• Manage and maintain the waitlist to support efficient scheduling  

• Verify insurance benefits and eligibility, ensuring accuracy of coverage details and copays  

• Enter and update client demographics, insurance information, and documentation in the EHR  

• Send intake paperwork and track completion prior to initial appointments  

• Coordinate client and provider requests across scheduling, billing, and communication systems  

• Provide clear information to clients regarding services, intake steps, and insurance expectations  

• Maintain accurate records and ensure all information is up to date across systems  

• Handle sensitive information in accordance with HIPAA standards  

MINIMUM QUALIFICATIONS 

• Strong organizational and time management skills  

• High attention to detail and accuracy  

• Clear and professional written and verbal communication  

• Strong communication skills with the ability to interact with clients in a compassionate, understanding, and professional manner 

• Ability to manage multiple tasks and systems at once  

• Reliable follow-through and accountability  

• Basic understanding of HIPAA compliance and confidentiality standards  

PREFERRED QUALIFICATIONS 

• Experience in healthcare, mental health, or insurance-based setting  

• Familiarity with EHR systems  

• Experience verifying insurance benefits and eligibility  

• Basic understanding of mental health services and terminology  

• Experience in a high-volume administrative role 

BENEFITS 

• Paid time off and paid holidays  

• Competitive health, dental, and vision insurance  

• Supportive team environment  

• Opportunities for growth and increased responsibility  

• 401(k) retirement plan with company match