Project Description
I am looking for support with the front-end of my private group practice’s mental-health workflow. The coordinator will own the entire new-client journey: completing the initial intake conversation, collecting basic risk information, and matching each person with an appropriate therapist on our team. Once the match is confirmed, you will schedule the first session and any follow-ups, then pass concise notes to the assigned clinician and our partnering social workers/counselors so everyone starts on the same page.
Day-to-day you will:
• Conduct new client intake and therapist matching over phone or secure video/portal.
• Maintain an organized calendar, confirm appointment times, and send reminders.
• Share brief, accurate hand-off summaries with our therapists and external social-work partners, answering clarifying questions when they arise.
We run everything through HIPAA-compliant tools (TherapyNotes, Google Workspace with BAA, and RingCentral). Familiarity with similar platforms or a quick learning curve is important; I can provide short tutorials where needed.
Success looks like:
1. Each inquiry converted to a completed intake within 24 hours.
2. Therapist assignments based on specialty, availability, and client preference, documented in the system.
3. Zero dropped hand-offs—every stakeholder has the information they need before the first appointment.
If you bring strong communication skills, empathy, and rock-solid organization, I’d love to hear how you would streamline this process for my clients and clinical team.