Are you passionate about creating positive first impressions and ensuring smooth operations? Do you thrive in a supportive environment where your organizational skills directly impact people's access to vital mental health services?

Practice San Francisco, a well-established and expanding family-focused therapy and wellness center in Cow Hollow, is seeking a full-time Intake Coordinator to join our collaborative and evidence-based clinical team.

The Opportunity: What's In It For You?

This is more than an administrative role; you are the welcoming voice and organizational hub of our practice. You'll play a pivotal part in connecting children, teens, adults, and families with needed mental health support in the Bay Area. You will:

• Make a Direct Impact: Be the crucial first point of contact, shaping the initial experience for clients seeking care.
• Join a Collaborative Team: Work alongside dedicated clinicians in a supportive environment fostered through weekly team meetings and open communication.
• Grow and Contribute: Utilize your curiosity and initiative to identify and suggest improvements to our intake workflow and office systems. We value your input!
• Support Evidence-Based Care: Contribute directly to the success of a practice committed to providing high-quality, evidence-based assessment, intervention, and education.

What Success Looks Like (Key Deliverables):

• Within 30 days: You'll master our intake procedures for therapy, assessment, and group services, confidently navigating client inquiries and our electronic medical record (EMR) system.
• Within 90 days: You'll be independently managing the flow of incoming therapy, assessment, and group inquiries, ensuring a seamless and compassionate onboarding experience for new clients and collaborating effectively with clinicians.
• Within 6 months: You'll leverage your growing understanding of our practice to propose at least one actionable improvement to our intake or office management processes.

Your Responsibilities (Achieving Outcomes):

• Ensure every potential client feels heard and understood by responding compassionately and efficiently (within one business day) to all phone and email inquiries regarding therapy, assessment, and groups.
• Facilitate client access to care by conducting initial phone screens, answering questions clearly, assigning clients appropriately, and scheduling initial sessions.
• Support our clinical team by issuing/scoring rating scales, creating test score appendices, managing paperwork, and ensuring accurate data entry.
• Maintain a welcoming and efficient office environment through proactive office management, supply replenishment, mail management, and coordination in our Cow Hollow location(s).
• Contribute to practice insights by creating metric reports using our EMR system.
• Handle occasional communications with insurance companies and gather billing information as needed.
• Actively participate in weekly staff meetings.

What You Bring (Qualifications):

• Strong interpersonal and customer service skills – you excel in client-facing interactions.
• Excellent attention to detail and organizational abilities.
• A mature, reliable, efficient, and collaborative approach to teamwork.
• Curiosity, critical thinking, and initiative – especially around improving systems.
• Proficiency with standard office software and ability to quickly learn our EMR system.
• Previous experience in healthcare and/or customer service settings is highly desirable.

Logistics:

• Schedule: Full-time, 40 hours per week, weekday daytime availability required.
• Location: Part-time on-site presence required at our Cow Hollow office(s). Potential for periodic support in Mill Valley.
• Compensation: $23-$28 per hour, based on experience.
• Benefits: Eligible for employer-sponsored health benefits (medical, dental, vision) after the first month; 401k with employer match available after six months.

Our Commitment to Diversity:

We are an Equal Opportunity Employer committed to fostering a diverse and inclusive environment. We seek staff that reflect our diverse Bay Area community and warmly welcome applications from persons of color, all genders, and the LGBTQ+ community.

Ready to Make an Impact?

If this opportunity resonates with you, please send your CV and three professional references to the attention of Miranda Fuentes at [email protected]

In your cover letter, please specifically address the following:

1. Why does this particular opportunity at Practice San Francisco appeal to you?
2. Describe a time you successfully managed competing administrative priorities OR improved a process in a previous role.

We look forward to hearing from you!