Company: Tele-Help-Ing
Tele-Help-Ing is seeking a highly organized and proactive Client Intake & Scheduling Coordinator to support one of our healthcare clients. This is a remote position for someone who is comfortable managing multiple priorities, communicating professionally with families and clinical teams, and taking ownership of client intake, scheduling, and administrative coordination.
The ideal candidate is detail-oriented, confident communicating with others, comfortable working independently, and able to identify and resolve scheduling or administrative issues before they become larger problems.
Position Overview
The Client Intake & Scheduling Coordinator helps ensure clients move smoothly from their initial referral through the intake process and into active services.
You will coordinate client intake, insurance authorization information, family communication, staff availability, and scheduling. Your work will directly impact client service delivery, staff utilization, and the overall efficiency of the clinical team.
Key ResponsibilitiesClient Intake & Referral Management
Receive and process new client referrals and supporting documentation
Enter and maintain client information within the practice management system
Complete insurance eligibility and benefits checks
Send required intake forms and onboarding materials to families
Follow up with families to ensure documentation is completed and signed
Collect and maintain family availability for scheduling
Track clients throughout the onboarding process
Coordinate with clinical staff when clients are ready for assessment and services
Learn and follow different intake requirements based on insurance or funding source
Insurance Authorization Coordination
Track insurance authorizations for active clients
Maintain accurate authorization start and end dates, service codes, and authorized hours
Coordinate with team members responsible for submitting authorization requests
Enter approved authorization information into the practice management system
Keep appropriate team members informed of authorization status
Identify potential authorization gaps or discrepancies and escalate them promptly
Client Scheduling
Build and maintain schedules for active clients based on authorized service hours
Work proactively with families to schedule available service hours
Respond quickly to cancellations and scheduling changes
Reschedule missed sessions whenever possible
Maintain waitlists and help fill available scheduling openings
Provide families with clear notice regarding scheduling changes
Serve as a reliable point of contact for scheduling questions
Staff Scheduling & Coordination
Build efficient staff schedules while minimizing unnecessary gaps and travel
Coordinate staff-to-client assignments with the appropriate clinical and operations teams
Schedule staff according to availability and client needs
Track staff availability, time-off requests, and scheduling conflicts
Adjust schedules as circumstances change
Monitor staff utilization and identify potential scheduling issues
Team Communication
Act as a central point of communication regarding scheduling and authorization changes
Maintain accurate scheduling information within the practice management system
Communicate changes promptly to affected team members
Provide relevant updates during team meetings
Coordinate with clinical leadership to ensure required supervision and service hours are appropriately scheduled
Family Communication
Set clear expectations with families regarding attendance and cancellations
Follow up regarding recurring cancellations or scheduling gaps
Document relevant family communications
Explain scheduling and service requirements clearly and professionally
Maintain a friendly but assertive communication style
Escalate recurring scheduling issues when they could interfere with service delivery
Reporting & Documentation
Maintain accurate records of scheduled and completed service hours
Assist with utilization reporting
Identify cancellation and scheduling patterns
Maintain scheduling-related documentation within the practice management system
Help ensure scheduling records accurately reflect completed services
Identify discrepancies and escalate them promptly
Use available reports and operational data to identify trends and potential problems
Proactively recommend improvements when recurring issues are identified
What We're Looking For
Strong organizational and time-management skills
Excellent attention to detail
Professional written and verbal communication skills
Confidence communicating directly with clients, families, and team members
Ability to manage multiple schedules and priorities simultaneously
Proactive problem-solving skills
Comfortable working independently and taking ownership of responsibilities
Ability to work effectively in a fast-paced environment where priorities may change
Comfortable learning new software platforms and online systems
Experience with healthcare administration, patient/client scheduling, insurance verification, or medical office operations is preferred
Experience with practice management systems or insurance payer portals is a plus
What Success Looks Like
Successful candidates will maintain accurate schedules and records, communicate changes quickly, minimize scheduling gaps, help maximize utilization of available service hours, and proactively identify problems before they interfere with client services.
About Tele-Help-Ing
Tele-Help-Ing provides professional remote staffing solutions to organizations that need skilled administrative and operational support. Team members work remotely while supporting established organizations and professional teams.
This position will support a Tele-Help-Ing healthcare client while working as part of the Tele-Help-Ing remote staffing model.
Work Environment
Remote position
Professional, client-facing environment
Regular communication with families, healthcare professionals, and operational team members
Independent work requiring strong accountability and follow-through
Tele-Help-Ing is looking for someone who does more than simply complete assigned tasks. We want someone who takes ownership of their responsibilities, stays ahead of deadlines, communicates proactively, and looks for ways to improve the processes they manage.
Job Type: Full-time
Work Location: Remote
