Mental Health Patient Care & Scheduling Coordinator

Job Title: Mental Health Patient Care & Scheduling Coordinator

Job Code: [EJ-T]

Position Type: Full-Time 

Work Schedule: Monday – Friday | 9:00 AM – 6:00 PM EDT (30-minute break)

Salary: $6–$7/hour (Based on Experience)

Job Summary & Client Overview

Our client is a counseling and mental health services provider focused on delivering accessible, culturally responsive, and compassionate therapy services. Their team of licensed therapists supports individuals through a wide range of mental health concerns while prioritizing meaningful human connection and quality care.

This role is ideal for someone who combines strong healthcare administrative experience with empathy, organization, and excellent communication skills. You will play a vital role in helping patients begin their therapeutic journey by managing intake processes, coordinating appointments, verifying insurance, and matching clients with the most appropriate therapists.

Responsibilities:

Patient Intake & Client Support

• Serve as the first point of contact for prospective patients through phone calls and other communication channels
• Conduct patient intake calls with warmth, professionalism, and empathy
• Process and review intake forms accurately and efficiently
• Replace the current AI-based intake experience with a more personalized, human-centered approach
• Assist patients throughout the onboarding process and answer initial questions regarding services

Scheduling & Care Coordination

• Coordinate patient appointments across a team of 11 therapists with varying schedules
• Manage complex scheduling requests and appointment coordination
• Cross-reference therapist availability between Google Calendar and the EMR system
• Match patients with therapists based on therapist specialties, availability, and patient needs
• Ensure scheduling accuracy and maintain organized records

Insurance Verification & Patient Information Management

• Verify patient insurance coverage and eligibility
• Process patient information accurately and maintain confidentiality
• Ensure all required documentation is completed and properly recorded
• Support administrative workflows related to patient onboarding and treatment coordination

Communication & Outreach

• Manage incoming and outgoing calls through Google Voice
• Conduct client outreach calls and follow-up communications
• Send emails and communicate with prospective and existing clients
• Coordinate effectively with therapists and internal team members to ensure seamless patient experiences

Requirements

• Experience working in mental health, behavioral health, counseling, psychology, psychiatry, or related healthcare settings
• Clinical or mental health knowledge preferred
• Experience with patient intake, scheduling, or healthcare coordination
• Strong interpersonal and communication skills
• Ability to manage phone conversations professionally and compassionately, including sensitive or difficult calls
• Strong organizational skills and attention to detail
• Ability to manage complex, multi-step processes across multiple systems
• Experience coordinating schedules and handling administrative healthcare workflows
• Ability to understand therapist specialties and appropriately match patients with providers
• Patient, empathetic, and compassionate approach suited for a mental health environment
• Comfortable working independently in a remote setting

Systems & Tools

• Current platforms: Ensora and Sora
• Transitioning fully to Sora in August/September 2026
• Google Calendar
• Google Voice
• EMR systems

While not required, candidates with any of the following will stand out:

• Korean language proficiency (highly preferred due to a large Korean-speaking patient population)
• Hindi language proficiency
• Chinese language proficiency
• Additional foreign language skills
• Experience supporting multicultural or diverse client populations
• Previous experience in mental health private practice environments

Basic requirements

• Must be proficient in speaking and writing English very clearly

• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.