What are the responsibilities and job description for the Practice Operations Specialists position at Safe Haven Mental Health Solutions?
Practice Operations Specialists
Reports To: Clinical Director/CEO/COO
Position Summary:
At Safe Haven Mental Health Solutions, the Practice Operations Specialists is the first warm and compassionate connection for children, teens, families, schools, and community partners seeking our services. This role ensures a smooth intake experience by gathering essential client information, verifying eligibility, scheduling assessments, and providing consistent communication. Using systems like Notenetic, RingCentral, and BambooHR, the Intake Coordinator maintains organized records while collaborating with our clinical and administrative teams to ensure every client’s journey begins with care and professionalism.
Key Responsibilities:
- Client Onboarding
- Answer calls, emails, and referrals with professionalism and empathy using RingCentral.
- Explain Safe Haven’s services and intake process clearly to clients and referral partners.
- Information Gathering & Documentation
- Collect demographic, contact, and insurance details accurately.
- Enter and update records in Notenetic and BambooHR systems.
- Ensure all required forms and releases are completed prior to service.
- Eligibility & Verification
- Confirm insurance coverage and service eligibility.
- Communicate with billing or insurance verification teams as needed.
- Scheduling & Coordination
- Schedule initial assessments and coordinate with clinicians based on availability and client needs.
- Send appointment confirmations and reminders.
- Follow-Up & Support
- Maintain regular communication with clients during the intake process.
- Address initial concerns or barriers to service.
- Compliance & Confidentiality
- Maintain HIPAA compliance and safeguard all client information.
- Follow Safe Haven policies and procedures for data management and client care.
Qualifications:
- High school diploma required; associate or bachelor’s degree in healthcare administration, psychology, or related field preferred.
- 1 year of experience in an administrative, healthcare, or social services intake role preferred.
- Proficiency in Notenetic, RingCentral, BambooHR, or similar systems a plus.
- Strong communication and organizational skills.
- Compassionate, client-centered approach with cultural sensitivity.
Key Skills & Attributes:
- Empathy and professionalism in client interactions.
- Detail-oriented with excellent time management.
- Ability to multitask in a fast-paced environment.
- Collaborative and team-focused mindset.