Patient Services Representative
Aloha Psych Associates San Diego, CA
About Aloha Psych Associates
Aloha Psych Associates is a trusted behavioral health clinic providing compassionate, evidence-based care for individuals and families across San Diego, California and Hawaii. Guided by our commitment to clinical excellence, cultural humility, and meaningful connection, our team supports people through life challenges while fostering a collaborative, professional environment for providers and staff.
Our culture is rooted in partnership, communication, and service. The Intake Coordinator plays a critical role in shaping each client’s first experience with our practice and supporting both access to care and long-term engagement.
Position Overview
The Intake Coordinator serves as the primary point of contact for new client inquiries and is responsible for guiding individuals through the intake and onboarding process with clarity, professionalism, and empathy. This role manages high-volume patient communication across phone, email, and messaging platforms while maintaining the operational discipline needed to ensure timely scheduling, accurate information gathering, and effective coordination with the clinical team.
This role requires someone who thrives in a fast-paced, growing practice - someone who can balance responsive, compassionate patient communication with strong follow-through on every operational detail. The ideal candidate is motivated to help modernize and improve systems, comfortable adapting to new technology, and ready to step in wherever the team needs support.
The Intake Coordinator directly supports client access, conversion, and retention while helping maintain efficient workflows across clinical and administrative teams.
Key Responsibilities
Patient Communication & Scheduling
- Serve as the initial point of contact for new client inquiries via phone, email, and online submissions.
· Manage communication across multiple channels (phone, email, patient portal messaging) with consistent professionalism and prompt responsiveness
- Guide prospective clients through the intake process with professionalism and care.
- Conduct preliminary screenings to help match clients with appropriate providers and services.
- Schedule initial appointments and follow up with clients who have not scheduled or who miss appointments.
Insurance & Intake Coordination
- Verify insurance eligibility, benefits, and coverage details.
- Clearly explain insurance information and financial expectations to clients.
- Ensure all required intake paperwork and documentation is completed accurately and timely.
- Coordinate with clinicians to support smooth onboarding and continuity of care.
Process Improvement & Technology
· Proactively identify opportunities to streamline workflows, reduce bottlenecks, and improve the intake experience
· Adapt quickly to new software platforms, tools, and systems as the practice evaluates and implements technology solutions.
· Help document and update processes as systems evolve, ensuring the team has clear, current procedures to follow
· Contribute to building and refining operational systems that support a growing practice.
Systems, Documentation & Reporting
- Maintain accurate and up-to-date client records within the intake and CRM systems.
- Track inquiry volume, scheduling outcomes, and follow-up activity to support intake effectiveness.
- Identify trends or barriers impacting client access and escalate concerns appropriately.
Collaboration & Practice Support
- Communicate effectively with clinicians and administrative staff to support client flow and scheduling needs.
· Step in to support administrative and operational needs across the team as priorities shift
· Assist with onboarding or training of future intake staff as the practice grows.
Qualifications
Required
- Minimum 2 years of experience in a customer-facing role involving scheduling, coordination, or service support.
· Demonstrated follow-through - ability to independently manage tasks from start to completion without items falling through the cracks
· Proactive mindset with a willingness to identify problems and suggest solutions, not just execute tasks.
- Strong verbal and written communication skills.
- High attention to detail and strong organizational skills.
- Ability to manage multiple tasks and priorities with minimal oversight.
· Tech-savvy with the ability to quickly learn and adapt to new software platforms, scheduling systems, and communication tools.
· Ability to maintain confidentiality and adhere to HIPAA requirements.
Preferred
- Experience in a healthcare, behavioral health, or therapy practice setting.
- Familiarity with insurance verification and benefit explanation.
· Experience working in a rapidly growing or evolving organization where processes are still being built.
· Familiarity using software tools such as EHR, CRM and project management systems (Salesforce, Monday.com)
· Background supporting intake, access, or patient coordination functions.
- Associate’s or Bachelor’s degree in healthcare administration, business, or a related field.
Compensation & Schedule
- Pay Range: $24–$28 per hour, depending on experience and demonstrated capability.
- Hours: Full-time
- Competitive Comprehensive Benefits
Work Environment
This position works closely with clinical and administrative teams in a professional, in-person office setting. The role requires consistent on-site presence to support client intake and coordination.
Equal Employment Opportunity
Aloha Psychological Associates is an Equal Opportunity Employer committed to creating a respectful, inclusive environment for all employees and clients. Employment decisions are based on qualifications, competence, and business needs.
Pay: $24.00 - $28.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
