Intake Coordinator, QMHA

PLEASE DO NOT APPLY IF YOU DON'T HAVE YOUR QMHA CERTIFICATION

Job Title: Intake Coordinator, QMHA

Location: Eugene, OR

Job Type: Full-time, in person

Hours: 38 to 40 hours per week

Pay: $20 to $24 per hour, based on experience

Reports To: Assistant Practice Manager

Benefits: Health, dental and vision insurance, flexible spending accounts, paid time off, retirement plans, life insurance, etc.

About Northlight Counseling:

Hello, prospective team member! Thank you for taking the time to learn more about Northlight Counseling and our Intake Coordinator position.

Northlight Counseling, formerly Arise Counseling Service, is an established behavioral health group practice with locations in Eugene, Springfield, Albany and Salem, Oregon. We provide comprehensive counseling and psychotherapy services to individuals, couples and families throughout our communities.

Our goal is to provide care with professionalism, efficiency and compassion while making a meaningful difference in the lives of our clients. We also deeply value our team and strive to create a warm, respectful workplace that encourages collaboration, accountability and a healthy balance between work and personal life.

We are looking for a compassionate and organized Intake Coordinator who can help prospective clients understand our services, identify their needs and connect with the appropriate clinician.

Job Summary:

The Intake Coordinator plays an important role in creating a welcoming and supportive experience for prospective and existing clients. This position serves as an initial point of contact for individuals seeking services and is responsible for conducting structured intake screenings, gathering relevant information and coordinating appropriate care based on client needs, service eligibility and clinician availability.

The Intake Coordinator also manages initial scheduling, maintains accurate intake documentation and communicates closely with clinicians and the administrative team. The ideal candidate is empathetic, detail-oriented and comfortable guiding clients through the intake process with professionalism and discretion.

This role is primarily focused on intake coordination rather than front desk reception. Occasional administrative support may be needed to help maintain smooth practice operations.

What You’ll Do:

Client Screening and Intake Coordination

• Serve as an initial point of contact for prospective clients seeking services.
• Conduct structured intake screenings by phone or telehealth to gather information about client needs, preferences and service eligibility.
• Explain available services and help clients understand what to expect during the intake process.
• Match clients with an appropriate clinician based on their needs, preferences and clinician availability.
• Consult with the Director of Clinical Operations and Care Coordinator regarding complex cases or questions about appropriate services.
• Coordinate internal transfers and referrals for supplemental services when needed.

Scheduling and Clinician Availability

• Schedule initial appointments with the appropriate clinician.
• Track and maintain current clinician availability for new clients.
• Communicate scheduling updates, conflicts or changes clearly and promptly.
• Provide clients with appointment details and information about any required forms or preparations.
• Communicate relevant intake information to clinicians before the initial appointment.

Documentation and Confidentiality

• Complete intake notes in the client’s medical record according to Northlight Counseling’s documentation requirements.
• Create and maintain accurate electronic health records, including client demographic and administrative information.
• Confirm that required intake documentation is complete and properly recorded.
• Maintain client confidentiality and follow HIPAA requirements and Northlight Counseling policies.
• Handle personal, clinical and financial information with care and discretion.

Training and Collaboration

• Participate in ongoing training related to behavioral healthcare, health insurance and medical billing.
• Stay informed about relevant regulatory changes, industry practices and intake procedures.
• Work collaboratively with Clinical, Billing and Operations team members to support a smooth client experience.
• Participate in meetings, training and process improvement efforts as needed.

Additional Administrative Support

When needed, the Intake Coordinator may assist other administrative team members with responsibilities such as:

• Answering phones and responding to general client questions.
• Assisting with new client onboarding and required documentation.
• Completing insurance verification for new or existing clients.
• Directing detailed insurance or billing questions to the appropriate team.
• Supporting general office organization and administrative projects.

Why Join Us?

• Be part of a compassionate practice that makes a meaningful difference in the communities we serve.
• Help clients feel informed and cared for from their first interaction with Northlight Counseling.
• Join a workplace that values trust, respect, collaboration and employee well-being.
• Work closely with clinical and administrative team members to support access to behavioral healthcare.
• Receive competitive pay and a comprehensive benefits package.
• Have opportunities for continued training and professional development.

What We’re Looking For:

• A bachelor’s degree in psychology, social work, healthcare or a related field is required.
• Current certification as a Qualified Mental Health Associate, or QMHA, is required.
• Previous experience in a behavioral healthcare, medical or therapy office environment is highly desirable.
• Strong verbal and written communication skills with a compassionate, client-centered approach.
• The ability to gather sensitive information respectfully and communicate with individuals who may be experiencing distress.
• Strong organization, attention to detail and problem-solving skills.
• The ability to work independently, manage competing priorities and collaborate effectively with others.
• Experience using electronic health record systems and office software.
• Knowledge of insurance verification, billing processes and Single Case Agreements is preferred.
• The ability to maintain strict confidentiality and handle sensitive information with discretion.

Working Conditions:

• In person and office based in Eugene, Oregon.
• 38 to 40 hours per week, generally scheduled Monday through Friday during daytime hours.
• Occasional travel to Northlight Counseling locations in Eugene, Springfield, Albany and Salem.
• Regular phone, computer and electronic health record use.
• Frequent communication with prospective clients, current clients, clinicians and administrative team members.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Application Process:

Interested candidates should submit a resume through Indeed. A cover letter describing their qualifications and interest in the position is preferred but not required.

As a condition of employment, the selected candidate will be required to complete a background check after receiving a conditional offer of employment.

Pay: $20.00 - $24.00 per hour

Expected hours: No less than 38.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Work Location: In person

Salary : $20 - $24