A Registrar or Patient Service Representative provides direct assistance to patients at a health care or long term care facility. Answers questions and helps resolve complaints; provides liaison with health care providers; may assist with coordinating appointments or addressing billing or insurance issues.
This is a 1099 independent contractor position. While traditional employee benefits are not provided, the role offers schedule flexibility, remote work, and the opportunity to grow with an expanding organization. Position Summary The Intake Coordinator provides responsive, compassionate administrative support to SoCalm patients and families. This position serves as a primary point of contact for general questions and helps patients navigate the administrative side of receiving counseling services. Because SoCalm counselors are embedded within partnered medical practices, the Intake Coordinator helps ensure patients understand how to reach SoCalm directly for counseling-related administrative needs rather than relying on the partner practice's front desk. Key Responsibilities Patient & Family Communication Respond to incoming phone calls, voicemails, emails, and patient messages.
Answer general questions regarding:
SoCalm counseling services Counselor locations Available counselors Scheduling processes Waitlists Insurance and administrative requirements Forms and paperwork SoCalm policies Route clinical questions to the appropriate counselor or clinical leader rather than providing clinical guidance. Ensure messages requiring follow-up reach the appropriate SoCalm team member. Request missing insurance information, demographic information, forms, or other documentation. Assist patients with accessing and completing required paperwork. Ensure administrative information is routed to the appropriate system or team member. Maintain confidentiality and follow HIPAA requirements in all patient communications.
Send approved patient communications including:
Appointment-related messages Waitlist updates Requests for missing information Counselor transition notices Office/location updates Policy reminders Missed-appointment communications Forms and paperwork Follow up when patient responses are needed to continue administrative processing. Maintain clear, concise documentation of important communications. Coordinate with Billing when documentation is needed to verify benefits, process claims, or resolve account questions. Scheduling Assist patients with scheduling new assessments. Communicate appointment changes when necessary. Assist with counselor transitions and patient reassignment when a counselor leaves the practice or changes locations. Communicate unexpected counselor cancellations to affected patients. Help patients understand available options when their preferred counselor or location cannot accommodate them. Coordinate with counselors and relevant team members to confirm scheduling availability and next steps. Waitlist Maintenance Maintain an accurate, current waitlist for patients seeking counseling services. Review the waitlist regularly for outdated, incomplete, or duplicate entries. Update or remove patients from the waitlist when they have been scheduled, placed with another provider, declined further contact, become unreachable after appropriate follow-up, or no longer need services. Contact eligible patients promptly when an opening becomes available and document the outcome of each outreach attempt. Coordinate with counselors, Billing, and other relevant team members when insurance, documentation, or clinical requirements affect a patient's ability to be scheduled. Success in This Role Looks Like Patients know who to contact, messages receive timely responses, administrative questions are resolved without unnecessary handoffs, the waitlist remains accurate and actively maintained, available appointments are offered promptly and fairly, counselors are protected from avoidable administrative interruptions, and families feel informed throughout their experience with SoCalm.
