Administrative & Intake Coordinator (Remote, Part-Time – Massachusetts-Based)

Title: Administrative & Intake Coordinator (Remote, Part-Time – Massachusetts-Based) Company: Green Hill Counseling, PLLC Location: Fully Remote (must be based in Massachusetts; Greater Boston area strongly preferred) Schedule: Approximately 20 hours per week, generally Monday–Friday. Daily hours are flexible but must be consistent, planned in advance, and include availability during standard business hours. Compensation: $22/hour + performance-based bonus

About Us

Green Hill Counseling, PLLC is a growing mental health group practice based in Massachusetts. We are focused on providing high-quality, client-centered care while building strong, organized systems to support both clients and clinicians.

About the Role

We are seeking a highly organized, responsive, and proactive Administrative & Intake Coordinator. This role has a strong focus on client intake and scheduling, ensuring that new client inquiries are responded to quickly and converted into scheduled appointments. In addition to intake, this role includes follow-through on insurance, billing-related communication, and administrative tracking to support smooth operations.

Key Responsibilities

• Client Intake & Scheduling (Primary Focus)
• Respond to new client inquiries promptly (same day when possible)
• Engage leads via phone and email to schedule initial appointments
• Follow up persistently with leads who have not yet scheduled
• Send and follow up on intake paperwork
• Coordinate scheduling with clinicians

Insurance & Client Information Follow-Up

• Contact clients to obtain missing or incomplete insurance information
• Follow structured outreach process (email → call → letter)
• Ensure information is collected accurately and in a timely manner

Billing & Past Due Support

• Send payment reminders for outstanding balances
• Follow structured timelines for outreach
• Assist with enforcing practice financial policies
• Notify clinicians when accounts require scheduling holds due to non-payment

Coordination & Organization

• Respond to requests for missing information needed for claims
• Maintain internal tracking systems for:
• Leads and intake status
• Insurance issues
• Past due accounts
• Ensure consistent follow-through on all assigned tasks
• Provide brief weekly updates

Compensation

• $22/hour
• $5 bonus per completed intake (after attendance), estimated 10-25 per week
• Up to 40 hours of paid sick time annually, prorated based on hours worked

Qualifications

• Strong organizational skills and attention to detail
• Excellent written and verbal communication
• Comfortable making outbound calls and engaging with clients
• Ability to manage multiple tasks and follow structured processes
• Reliable and responsive during scheduled hours

Preferred (but not required)

• Experience in healthcare, mental health, or administrative roles

Requirements

• Must be based in Massachusetts
• Greater Boston area strongly preferred
• Must be available during standard business hours (Eastern Time)

Work Environment

• Fully remote role
• Optional in-person work available at our office in Dedham, MA (3-office suite)
• Flexible structure with opportunity for increased hours and growth over time

What We’re Looking For

• Someone proactive and comfortable following up with clients
• Strong follow-through and attention to detail
• Comfortable balancing speed (intake) with accuracy (insurance/billing)
• Interested in being part of a growing practice

Green Hill Counseling, PLLC is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected status under applicable law. To Apply: Please submit your resume Pay: $22.00 per hour

Benefits

• 401(k)
• Flexible schedule
• Paid time off

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