Intake Coordinator/Administrative Assistant

About Us

Polaris Family Behavioral Health is an outpatient therapy practice that specializes in OCD and anxiety treatment for children, teens, and adults. We provide evidence-based care in a supportive environment, and our “front office” is often a family’s first point of contact with us. We’re looking for someone organized and warm who can make that first impression a good one.

Position Summary

The Intake Coordinator/Administrative Assistant keeps the practice’s front office running. You will guide new clients through the intake process, keep client files accurate and current, handle routine billing tasks, and support clinicians with day-to-day administrative needs. This role requires strong attention to detail, clear and compassionate communication, and discretion with sensitive information.

Key Responsibilities

Intake coordination

• Coordinate new client intakes from first inquiry through scheduling of the first appointment
• Communicate with prospective and new clients about intake steps, paperwork, and expectations (either via email or phone)
• Make sure intake documentation is complete before the first session

Client communication and account maintenance

• Contact clients when information in their files is out of date, such as insurance details or payment methods
• Send quarterly updates to all clients
• Answer routine client questions by phone and email, and direct clinical concerns to the appropriate clinician

Billing support

• Run charges and submit routine medical billing through the practice’s billing system
• Flag billing issues, denials, or discrepancies to the appropriate team member for follow-up (this role does not handle denial follow-up or collections)

Administrative operations

• Review payroll for accuracy before processing
• Fax, send, and track medical records upon request, following all release-of-information requirements
• Maintain organized, confidential client records

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications
• Strong computer literacy with excellent data entry and typing skills
• Exceptional organizational skills with the ability to multitask effectively in a fast-paced environment
• Excellent phone etiquette and communication skills for client interaction and internal coordination
• Bilingual abilities are a plus to serve diverse populations effectively
• Proven office management experience with a focus on clerical tasks such as calendar management
• Ability to handle confidential information discreetly and professionally
• Strong time management skills to prioritize tasks efficiently and meet deadlines
• Personal assistant experience or previous administrative roles that demonstrate reliability and initiative

Who will Thrive in This Role

Someone who is dependable, detail-oriented, and calm when juggling multiple tasks. Many of our clients are anxious or going through something difficult, so patience and empathy matter a great deal here.

Pay: $28.00 - $32.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits:

• 401(k)
• Flexible schedule

Work Location: Remote