INTAKE SPECIALIST / RECEPTIONIST

New Purpose Counseling PLLC Buffalo, NY Job Details Contract From $18 an hour 1 day ago Benefits Professional development assistance Flexible schedule Qualifications Interpersonal skills Administrative experience High school diploma or GED Attention to detail Organizational skills Full Job Description Job Summary New Purpose Counseling PLLC is seeking a compassionate, organized, and motivated Intake Specialist to join our growing practice. This is a part-time, on-site position for someone who communicates well, pays close attention to detail, and enjoys helping clients navigate the first steps of receiving mental health services. Prior behavioral health intake experience is not required. Candidates with administrative, receptionist, customer service, scheduling, or healthcare experience are encouraged to apply. The Intake Specialist will respond to new client inquiries, manage referrals, collect intake information, verify insurance benefits, coordinate initial appointments, and provide routine front-office support. This position works closely with the Office Manager, clinicians, clients, and families to ensure an organized and welcoming intake experience. Responsibilities Respond to new client calls, emails, voicemails, and online referrals Enter and maintain referrals in the practice's tracking system Collect and confirm client demographic, contact, guardian, insurance, and scheduling information Send intake paperwork and electronic portal invitations Follow up regarding incomplete paperwork, missing documents, and unanswered outreach Verify insurance eligibility and benefits using established procedures Identify copays, deductibles, authorization requirements, and potential coverage issues Maintain accurate insurance and authorization tracking information Schedule initial appointments according to clinician availability and practice procedures Handle routine scheduling, rescheduling, cancellations, and appointment reminders Document all client communication and outreach attempts Maintain accurate and updated client information in TherapyNotes Review client files for missing forms, signatures, identification, insurance cards, and releases Assist with client check-in and check-out Collect copays and other approved client-responsibility amounts Route client messages to the appropriate clinician or staff member Maintain client confidentiality and HIPAA compliance Provide routine front-desk and administrative support Prepare daily and weekly updates regarding referrals, completed intakes, insurance issues, outreach, and scheduled appointments Communicate concerns, complaints, urgent matters, or unusual situations to the Office Manager Experience & Qualifications Prior behavioral health intake experience is not required Candidates with administrative, receptionist, customer service, scheduling, or healthcare experience are encouraged to apply High school diploma or equivalent required Strong verbal and written communication skills Excellent organization and attention to detail Ability to manage phone calls, emails, scheduling, follow-up, and documentation Ability to communicate professionally and compassionately with clients and families Ability to maintain confidentiality and handle sensitive information appropriately Basic computer proficiency and the ability to learn electronic health record systems Experience with TherapyNotes or another electronic health record system is preferred but not required Experience verifying insurance eligibility and benefits is preferred but not required Familiarity with HIPAA requirements is preferred Must be dependable and able to work independently while collaborating with a team Must be available to work on-site during scheduled daytime hours Position Details Part-time Up to 20 hours per week $18.00 per hour On-site position Hours scheduled between 9:00 a.m. and 3:00 p.m. Reports directly to the Office Manager Ready to Start Your Next Chapter? Whether you already have intake or administrative experience or are looking to grow within a behavioral health practice, New Purpose Counseling PLLC would love to hear from you. Join a growing practice where you can support clients, strengthen your administrative skills, and play an important role in connecting individuals and families with mental health services. Apply today to join the New Purpose Counseling PLLC team.

Pay:

From $18.00 per hour Expected hours: No less than 20.0 per week

Benefits:

Flexible schedule Professional development assistance

Work Location:

In person