Intake Virtual Assistant

Position Overview:
The Intake VA is a key role responsible for managing the initial interaction with clients and ensuring that all necessary steps are taken to facilitate a smooth onboarding process. This position requires a blend of strong organizational skills, attention to detail, and the ability to communicate effectively with clients and team members. The Intake Coordinator will handle various administrative tasks, support clients through the intake process, and work closely with internal departments to provide an exceptional client experience.

Work Hours:
11:00 am to 7:00 pm US EST
11:00 pm to 7:00 am Philippines time

Salary:
$4/ per hour

Key Responsibilities:

Client Reception and Assistance:
Serve as the primary point of contact for new clients, greeting them in a professional and welcoming manner.
Answer phones, respond to emails, and handle inquiries regarding services, procedures, and policies.
Provide clear and accurate information to clients about the intake process and what to expect.
Intake Process Management:
Conduct thorough initial assessments of client needs, gather required documentation, and complete intake forms accurately.
Verify and update client information in our database, ensuring all data is complete and accurate.
Ensure compliance with relevant regulations and confidentiality requirements, particularly in handling sensitive information.
Appointment Scheduling and Coordination:
Schedule appointments for clients based on their availability and the organization’s needs, using scheduling software and tools.
Coordinate with various departments to ensure all necessary resources and personnel are available for client appointments.
Documentation and Data Management:
Maintain accurate and up-to-date records of client interactions, appointments, and relevant documentation.
Prepare and process reports as needed to track intake activities and client progress.
Administrative Support:
Perform general office duties such as filing, faxing, and scanning documents.
Assist with meeting materials, including agendas, minutes, and presentations.
Coordinate and support special projects and administrative initiatives as directed by management.
Maintain and update office procedures and protocols to improve efficiency.
Interdepartmental Communication:
Act as a liaison between clients and internal departments to facilitate smooth transitions and follow-up care.
Address and resolve any issues or concerns raised by clients, escalating to appropriate personnel when necessary.
Problem-Solving and Continuous Improvement:
Identify opportunities for process improvements and propose solutions to enhance the efficiency and effectiveness of the intake process.
Provide feedback and suggestions to management on ways to improve client satisfaction and operational efficiency.
Qualifications:
Experience: Minimum of 1 year of experience in an administrative or intake-related role, preferably in healthcare

Skills:
Exceptional organizational and multitasking abilities, with a keen attention to detail.
Excellent verbal and written communication skills, with the ability to interact professionally with clients and team members.
Proficiency in Google Drive (Google Sheets, Gmail, Google Docs)


Education: High school diploma or equivalent required.

Personal Attributes:
Strong interpersonal skills with a compassionate and client-centered approach.
Ability to handle confidential information with discretion and integrity.
Demonstrated problem-solving skills and a proactive approach to addressing challenges.

How to Apply:
To apply for the Intake Coordinator position, please send your resume and reply “Coordinator”