So You Wanna Join Our Team?
Modern Eve provides outpatient mental health services to humans age 13+ in Utah. Our type of people are those whose aim is to fearlessly question the way things have been done in the past. Our vision is to create a chill and accepting environment where you’re actually friends with your coworkers, trust your instincts, and rewrite what it means to work in mental health.
LET’S DO THIS!
We Want You!
We Want You!
Position: Intake Coordinator
Modern Eve Mental Health is seeking an Intake Coordinator to oversee the client intake process, as well as the overall practice operations. The ideal candidate will possess strong customer service skills, organizational skills, interpersonal skills, and is technically savvy, all to ensure that our therapists’ schedules remain full and that clients have a great experience with Modern Eve from the very start.
You will play a pivotal part in ensuring the smooth and efficient operation of Modern Eve Mental Health. We want someone who is going to be committed to this job for years to come and that can be flexible as the company and this position grows and changes. Our ideal candidate can problem solve, take initiative, and is excited to be a part of a badass team of women. Currently we expect the position to require about 10 hours per week. However as the practice grows, there is potential for this position to require more hours and responsibilities.
Ideally you are located in Utah, though we are accepting applications from all over the US, as long as you can work the required hours in Mountain Standard Time.
Requirements and Compensation:
Must be at least 18 years old
Must be legally able to work in the United States and complete an I9 form
Must be able to pass a criminal background check
Candidate ideally has their own computer, high-speed internet, and smartphone to use for work.
Availability to respond to all client correspondences, and perform other job duties Monday through Friday, 1-3 hours per day, between 9am and 5pm MST
Benefits:Work from home, or anywhere with a reliable internet connection
Flexible schedule
Compensation: $20/hr
Position type: Part-time
Expected hours: 10 hours per week
Work Schedule: 1-3 hours per day, 5 days per week.
Qualifications:
Previous experience in office management, administration
1+ years CRM experience. GoHighLevel strongly preferred.
1+ years of customer service experience
Proficiency in using various online softwares that relate to private mental health practice operations such as: SimplePractice, Zoom, Gusto, Gmail, Google Drive, Google Office Suite (Google Sheets, Google Docs, Google Forms, etc), Canva, MailerLite, and more
Experience using a CRM system to manage and convert sales prospects to clients. Use of GoHighLevel CRM system is strongly preferred
Electronic health record (Simple Practice) experience is strongly preferred
Strong customer service skills
Strong organizational, communication, and interpersonal skills
Clear and effective command of the English language, both orally and written
Ability to work independently and as part of a team
Resourceful and solution-oriented, able to analyze a problem and self-source solutions
Focus on continuous improvement to streamline operations while maintaining service excellence
Ability to troubleshoot technical difficulties
Familiarity with and ability to adhere to HIPAA and ethical standards
Knowledge of mental health terminology and procedures is a plus
Primary Responsibilities:
Intake and Scheduling:
Answer and manage incoming phone calls from current and potential clients, provide information and assistance, and schedule appointments.
Utilizing customer service skills, convert inquiries to new clients. Understand counselors’ strengths and sell their services.
Submit documents to prospective clients, ensure completion before appointments, follow up on outstanding items before initial appointment.
Ensure smooth transition of new clients and excellent customer experience. Answer questions, make appointment changes and ensure appointment and medical billing coding accuracy.
Interact with clients in a professional and empathetic manner, addressing their needs and concerns.
Manage appointment scheduling and rescheduling, ensuring smooth transitions and resolving any scheduling conflicts.
Utilizing Customer Relationship Management Software, GoHighLevel:
Utilize CRM to track requests for services, monitor client leads and their progress through the sales process, and nurture leads by utilizing excellent customer service skills and sales acumen.
Update client lead profiles with client information to aid in the sales process while staying in compliance with HIPAA laws and regulations.
Monitor, update, and troubleshoot the CRM systems to ensure productivity, increase lead conversions, and improve the client experience
Practice Systems Performance Improvement:
Participate in strategic planning and goal setting with the executive director.
Tracking of weekly and monthly metrics.
Participate in regular patient chart audits for quality assurance and communicate findings directly to clinician while also documenting findings.
Evaluate and implement technology solutions to streamline operations, enhance productivity, and support business objectives.
Identify areas for improvement across various business functions and lead initiatives to drive organizational growth and efficiency.
Troubleshooting technical issues
Write and update standard operating procedures for current and new systems as they are created.
Practice Communications
Act as a central point of contact between the therapists, the billing department, marketing contractors, and the executive director.
Manage the customer service email inbox
Provides updated staff training on new protocols and procedures to Modern Eve staff in biweekly team meeting
Provide director with regular updates of actions, issues, and progress on work.
Human Resources
Maintain and organize employee files and all important employee documents
Ensure accurate payroll accounting (Gusto).
Track employee benefits
Schedule out quarterly performance reviews
Onboarding New Clinicians
Oversee new clinician onboarding
Provides staff training for practice procedures regarding Simple Practice, scheduling, billing, etc.
Marketing Tasks
Create psychology today profiles for each clinician and track metrics weekly. Regularly update and rotate bios. Film and edit the therapist's bio videos.
Check relevant Facebook groups for opportunities to promote our therapists specific to the request.
Respond to all comments on social media posts.
Creating and scheduling email campaigns
Creating lead funnels to increase our email lists
Create monthly newsletters for the practice.
Weekly posts on google my business profile using SEO terms.
