Administrative Positions
We’re looking for someone who’s organized, warm, and proactive—someone who gets things done, communicates clearly, and can be the calm, confident first voice clients hear when they reach out for support. This application helps us get to know you and how you might fit into our mission to make mental health care accessible, high-quality, and grounded in real relationships.
We’re not looking for perfection—we’re looking for real humans who take their work seriously and treat people with kindness.
Let’s get started.
Position Overview
The Intake Coordinator plays a vital role in ensuring new and existing clients receive timely, thoughtful, and efficient service. You’ll be the first point of contact for new clients, managing inquiries, scheduling appointments, verifying insurance, and ensuring that each client is thoughtfully matched with the right clinician. You’ll also support the clinical and administrative teams with back-office functions and community relationship-building.
Key Responsibilities
Answer phones, return messages, and greet clients in a warm and professional manner
Schedule all new client referrals within 24 hours of receipt
Collect and verify client demographic, insurance, and medical information
Accurately enter all client information into our EHR system
Follow up with referral sources and maintain excellent relationships with community partners
Match new clients with appropriate clinicians based on areas of expertise and need
Conduct post-intake follow-ups to ensure client satisfaction and appropriate placement
Assist with insurance verification and pre-authorizations
Manage front office tasks: check-ins, scheduling, data entry, and communications
Attend staff meetings and participate in training opportunities
Track and report referral patterns and outreach results
Represent Vertex positively in the community and through outreach efforts
What We’re Looking For
Excellent interpersonal and customer service skills
Highly organized, detail-oriented, and efficient
Able to work independently and solve problems with minimal supervision
Confident, articulate, and professional phone communication
Comfort with digital tools, including EHR systems, Microsoft Office, PDFs, and email
Ability to balance warmth with administrative precision
Growth-minded, coachable, and goal-oriented
Highly Preferred (but not required)
Experience in a mental health or medical practice
Familiarity with HIPAA and medical billing
Spanish language proficiency is a plus
This Role Is for You If You’re:
- Energized by helping others
- A strong communicator and relationship builder
- Comfortable making quick decisions and owning your responsibilities
- Social justice–oriented and aligned with anti-racism work
- Excited about contributing to a mission-driven wellness practice
- Someone who takes initiative and enjoys solving problems
[Apply Now]