Client Scheduling and Intake Specialist

Winning Assistants LLC

. Respond to incoming calls from prospective clients seeking mental health services .

Posted 9/30/2026full-timeRemote • Mexico, Argentina, Colombia, Brazil, Nicaragua, HondurasMid-LevelSenior💰 $10,400 - $12,480 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in client intake, appointment scheduling, and insurance verification within a behavioral health setting, while maintaining confidentiality and compliance with privacy standards. Proficient in using practice management software and engaging clients through effective communication and consultative sales techniques.

Highest-signal resume keywords

Client Intake ManagementAppointment SchedulingInsurance VerificationBilingual Spanish CommunicationPractice Management Software Proficiency

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Client IntakeAppointment SchedulingInsurance VerificationLead GenerationDocumentation ManagementConsultative Sales TechniquesWorkflow OrganizationData EntryAttention to DetailConfidential Information Management

Soft Skills

EmpathyProfessional CommunicationAdaptabilityRapport BuildingProactive Outreach

Tools & Technologies

SimplePractice EHRGrasshopper VoIPGo High Level (GHL) CRMTherapyFlow

Certifications & Qualifications

NBI ClearanceLocal Police Clearance

Industry Keywords

Behavioral HealthMental Health ServicesClient RetentionPrivacy StandardsTherapist Coordination

Tech Stack

Tools & technologies

VoIPGo

About the role

Key responsibilities & impact

Respond to incoming calls from prospective clients seeking mental health services
Provide compassionate, professional, and empathetic support during initial client interactions
Match clients with appropriate therapists based on availability, specialties, and client needs
Schedule initial therapy appointments and coordinate therapist calendars efficiently
Manage appointment availability, rescheduling requests, and intake scheduling workflows
Ensure smooth coordination between clients and providers
Answer basic questions regarding insurance coverage and therapy services
Verify insurance eligibility and benefits as needed
Collaborate with the billing department to resolve insurance or payment-related inquiries
Enter and maintain client records within practice management software
Ensure information is accurate, organized, confidential, and compliant with privacy standards
Provide administrative assistance for day-to-day clinic operations
Assist with workflow organization, documentation, and communication tasks
Engage prospective clients, qualify their needs, and schedule consultations with appropriate providers
Use consultative sales techniques to build rapport, address concerns, and encourage prospective clients to proceed with mental health services
Follow up with leads, missed inquiries, and referral sources to maximize appointment conversions
Support client retention through proactive communication, appointment reminders, and follow-up outreach

Requirements

What you’ll need

At least 1 year of previous experience handling client intake, appointment scheduling, lead generation, insurance verification, and client communication in a behavioral health setting is highly preferred
Spanish bilingual candidates are highly preferred
Experience using SimplePractice EHR, Grasshopper VoIP, Go High Level (GHL) CRM, and TherapyFlow or similar tools is highly preferred
Ability to manage confidential and sensitive information professionally
Excellent verbal and written communication skills
Ability to learn and adapt to new software and systems independently
High attention to detail and follow-through
Must speak and write English clearly and professionally
Must have relevant work experience
Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory)
Must be available to attend video meetings with camera on when required
Reliable laptop or desktop computer
Stable high-speed internet connection of at least 25 Mbps
Noise-canceling headset
Working webcam for virtual meetings
Quiet and professional work environment

Benefits

Comp & perks

Dedicated HR & Contractor Support Team
Premium VPN Access (Optional)
HIPAA & Cybersecurity Training + Certification (Provided)
Top 1% VA Performance Training
Client-Approved U.S. Holidays
Client-Approved Paid or Unpaid Time Off; paid time off is optional and only if offered by the client
Access to Tools & Resources, including templates, workflow guides, productivity tools, and client-specific SOP support
Optional performance-based incentives, bonuses, or increased hours based on performance
Optional contractor perks and client-approved allowances; these are not employee benefits