Intake Care Coordinator - Torrance Office

New U Therapy Center & Family Services is a well-established multidisciplinary mental health practice with locations in Valencia, Torrance, and Westlake Village. We are passionate about providing high-quality, compassionate care to our local communities and are committed to supporting the mental health and well-being of the individuals and families we serve. Our practice offers a comprehensive range of mental health services, including psychiatric services, individual and family therapy, and functional psychiatry.

About the role

We are seeking an experienced and results-driven Intake Care Coordinator for our Torrance Office to support our growing admissions team. This role is ideal for someone with strong healthcare, client coordination, customer service, and consultative sales experience who is passionate about helping individuals access quality mental health care.

Responsibilities

• Serve as the primary point of contact for prospective clients, referral sources, and new patient inquiries, responding promptly and professionally
• Conduct intake consultations, assess client needs, and educate prospective clients about available services, with an emphasis on the Functional Psychiatry Membership Program
• Schedule consultations and new client appointments for Functional Psychiatry, Psychiatry, and Psychotherapy
• Manage the complete client onboarding and admissions process, including forms, documentation, EHR setup, enrollment, and follow-up
• Career Development
• Coordinate provider recommendations and ensure a smooth transition into care
• Follow Up
• Manage the prospective client pipeline within the CRM and accurately document all interactions and lead activity
• Conduct consistent follow-up through phone calls, text messages, emails, and CRM workflows to maximize appointments and enrollment
• Re-engage inactive leads, former clients, and referral opportunities to support admissions and retention
• Work toward established admissions, enrollment, and conversion goals while maintaining an exceptional client experience
• Patient and Care Coordination
• Coordinate scheduling and internal referrals across Psychiatry, Psychotherapy, and Functional Psychiatry services
• Collaborate with providers and clinical staff to support continuity of care and timely access to services
• Maintain accurate client records, CRM activity, EHR documentation, referrals, and follow-up information
• Track referral sources, admissions, enrollment activity, and conversion metrics
• Upload and maintain intake forms, medical records, and supporting documentation
• Manage multi-line phone systems and provide administrative support as needed
• Maintain confidentiality and comply with HIPAA and organizational policies
• Insurance and Financial Coordination
• Collect demographic, insurance, and financial information from prospective clients
• Initiate Verification of Benefits (VOB) and coordinate with billing regarding eligibility and coverage
• Explain insurance benefits, membership fees, estimated financial responsibilities, and payment expectations
• Congratulate applicable deposits, deductibles, copays, and membership payments in accordance with organizational policies
• Documentation and Administrative Support
• Maintain accurate client records, CRM activity, EHR documentation, referrals, and follow-up information
• Track referral sources, admissions, enrollment activity, and conversion metrics
• Upload and maintain intake forms, medical records, and supporting documentation
• Manage multi-line phone systems and provide administrative support as needed
• Maintain confidentiality and comply with HIPAA and organizational policies

Requirements

• 3+ years of healthcare admissions, healthcare sales, wellness membership sales, or similar experience
• Experience working in a medical or healthcare setting required; mental health experience preferred
• Strong communication, customer service, relationship-building, and consultative sales skills
• Excellent organizational, time-management, multitasking, and follow-up abilities
• Strong attention to detail, analytical thinking, and problem-solving skills
• Ability to confidently explain and promote mental health services and program options
• Proficiency with Microsoft Office, Google Docs, Gmail, CRM, and EHR systems
• Compassionate, professional, and patient-centered approach
• Ability to work effectively with diverse clients, providers, and team members
• Bachelor's degree in Healthcare Administration, Social Work, Mental Health, or a related field preferred
• Spanish-speaking preferred
• Commitment to confidentiality, HIPAA compliance, and exceptional client care

What We Offer

• 100% Health Insurance and 75% Dental and Vision Insurance for employee coverage only
• Company Life Insurance Coverage
• 401K with up to 3% matching to help secure your financial future
• Paid two weeks vacation and 40 hours sick time to promote work-life balance
• Six paid holidays per year
• A collaborative, team-oriented work culture that fosters professional growth
• Fully equipped, comfortable office space in Westlake Village
• Access to an electronic health record platform for seamless documentation
• Annual team-building and corporate in-person events
• Monthly culture-building activities such as company lunches
• Competitive Compensation Rates: $70,304 annually

Work Location

Torrance, CA: 21615 Hawthorne Blvd, Suite #200, Torrance CA 90503; In-Person Expected hours: Exempt Position, Regular office hours 9-6 M-F

If this role sounds like the perfect match for you, submit your resume and cover letter here. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.