Job Description

Peaceful Mind Behavioral Health & Wellness

Bristol, CT Office - Full-Time, In-Office Position

About Us

Peaceful Mind Behavioral Health & Wellness is a fast-growing, multi-location mental health practice dedicated to providing compassionate, high-quality care to our clients. Our administrative team plays a

critical role

in ensuring seamless operations, exceptional client experience, and accurate handling of all clinical, billing, and insurance-related processes.

We are seeking a

professional, reliable, and highly skilled Intake Coordinator

who can work independently, manage complex administrative tasks, and support both clients and providers with efficiency and care. This role is best suited for someone with

medical office experience, strong insurance knowledge, and exceptional organizational skills

.

Job Summary

The Intake Coordinator is responsible for managing all incoming client inquiries, ensuring accurate insurance verifications, maintaining organized client files, and supporting office operations. This position requires

excellent attention to detail, the ability to multitask in a fast-paced environment, strong problem-solving skills, and the maturity to work independently without constant supervision

.

This is

not an entry-level position

. Prior experience in a medical, behavioral health, or billing-related administrative role is strongly preferred.

Key ResponsibilitiesClient Intake & Communication

Serve as the first point of contact for all new and existing client inquiries, delivering warm, professional customer service. Manage high call volume, voicemail inboxes, and follow-up communications promptly and accurately. Explain our intake process, services, and provider availability. Maintain accurate contact logs and ensure all communication attempts are documented.

Insurance Verification & Data Accuracy

Run full mental health insurance benefits for all major insurance payers (BCBS, Aetna, Cigna, Medicare, Medicaid/Husky, United, etc.). Confirm eligibility, copays, coinsurance, deductibles, telehealth coverage, and referral/pre-authorization requirements. Document all benefit details clearly and consistently in the EHR. Contact clients regarding missing documents (insurance card, ID, credit card on file, intake forms) and track completion.

Administrative & Office Operations

Perform daily file audits to ensure all documents are scanned, complete, and accurate. Maintain a clean, organized, and welcoming office environment--including daily tidying of office areas, restocking supplies, and emptying trash. Assist providers with administrative needs such as scheduling, reminders, form completion tracking, and client updates. Manage calendars, schedule appointments, and coordinate changes efficiently. Review and upload documents, maintain electronic filing systems, and ensure client charts meet compliance standards. Support with medication refill requests, group registrations, and provider communication as needed.

Professional Standards & Independence

Manage workflow independently with minimal supervision. Follow established policies, procedures, and documentation standards consistently. Identify problems proactively and take initiative to resolve them. Maintain strict confidentiality and professionalism at all times.

Required Qualifications

Minimum 1-2 years of experience in a medical, mental health, or insurance-based office required.

Expertise in running insurance benefits

and understanding behavioral health coverage. Strong computer skills and comfort with EHR systems (TheraNest/Ensora or similar). Excellent written and verbal communication skills. Ability to multitask, remain organized, and prioritize effectively. High attention to detail, especially in data entry, documentation, and follow-up. Ability to work independently while also collaborating with a team. Warm, professional, client-centered demeanor. Bilingual abilities (Spanish/English) highly preferred but not required.

Preferred Qualifications

Prior experience verifying insurance for mental health services. Experience in a fast-paced administrative or front-desk role. Familiarity with scheduling in a multi-provider practice. Prior experience as an intake coordinator or medical/billing assistant.

Benefits

Competitive hourly rate based on experience Paid time off and paid holidays (after probationary period) 401(k) with employer match Opportunity for performance-based bonuses twice per year Supportive team culture and opportunity for long-term growth
If you are looking for an opportunity to contribute to a dynamic team while developing your professional skills, we encourage you to apply for this position.

How to Apply

Serious and qualified applicants should submit:

Resume

Optional cover letter

explaining relevant experience and why you are a strong fit
Email to:

cbouchard@peacefulmindbhw.com

Only candidates with relevant medical or insurance experience will be considered.

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

Benefits:

401(k) 401(k) matching Paid time off
Application Question(s):

Have you worked in a mental health or medical office before performing tasks described in this job posting?
Experience:

Insurance verification: 1 year (Required)
Work Location: In person