Intake Coordinator & Billing Administrator

Position Overview

OpenMinds Mental Health Services is seeking a highly organized, proactive, and compassionate Intake Coordinator & Billing Administrator to serve in a central office management role that is vital to keeping daily operations running smoothly. This position carries meaningful responsibility and ownership – ideal for someone who takes pride in being the backbone of a well-functioning organization. As the first point of contact for new patients, this individual will manage patient onboarding, support front-end office operations, and contribute to the billing and reimbursement process, ensuring that all administrative, intake, and financial workflows are handled efficiently, accurately, and with care.

Key Responsibilities

Intake Coordination

• Serve as the first point of contact for new patient inquiries, providing a warm, professional, and responsive introduction to OpenMinds

• Be available by phone during business hours and respond to all inquiries within 24 hours on weekdays

• Conduct initial screening calls via phone or Zoom to initiate the onboarding process 

• Verify patient insurance benefits (VOB) and clearly communicate coverage and expected costs

• Coordinate communication with providers, schools, family members, and other involved parties, as appropriate, to support a smooth intake process

• Enter and maintain accurate patient information in the Electronic Health Record (EHR)

• Send all intake forms and required documentation prior to the first appointment

• Triage patient questions and provide timely, professional responses throughout the intake process

• Thoughtfully match patients with appropriate therapists based on clinical needs, preferences, and scheduling availability

• Manage and coordinate scheduling for designated team members to support efficient clinic operations

Patient & Insurance Billing Services

• Take ownership of weekly billing operations, including charging patients, submitting insurance claims, and ensuring accuracy across all billing activities

• Coordinate with the team to ensure complete and accurate collection of patient demographics, insurance, and financial information

• Support patients in understanding insurance processes (e.g., coordination of benefits) and provide clear guidance on financial responsibility

• Communicate with patients regarding copayments, outstanding balances, and credit cards on file; follow up as needed to resolve billing questions

• Track and follow up on insurance authorizations, claim rejections, and denials in collaboration with the billing team

• Assist with reconciling patient billing data and maintaining accurate, up-to-date records in the EHR

Office & Administrative Management

• Maintain a clean, well-stocked office environment (coffee, snacks, water, plants, etc.).

• Manage mail, office supplies, and other day-to-day operational needs.

• Help design and furnish new office spaces as needed.

• Oversee the scheduling calendar and assist with therapist availability coordination.

• Conduct light auditing of therapist documentation to ensure timeliness and completeness.

• Maintain SOPs and process documentation; assist with onboarding new clinicians.

• Ensure accuracy of patient data and therapist assignments in the EHR.