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
Pay: Up to $20,000.00 per month
Work Location: Remote
