Location: Israel based Remote and in person 2 days a week Jerusalem, or Modiin )
Type: Full-Time- We are looking predominantly for american operating hours IST 3pm-11pm)
Job Summary:
We are seeking a dynamic, tech-savvy, and organized Office Manager & Intake Coordinator to help oversee the day-to-day operations of our boutique online mental health group practice. This dual-role position requires someone who excels at managing people, systems, and logistics in a fast-paced virtual setting. You will lead all aspects of client onboarding and clinician coordination while also driving operational excellence through KPI tracking, problem-solving, and collaboration with leadership.
Key Responsibilities:
Client Intake Coordination
- Handle all incoming inquiries from potential clients (phone, web, email)
- Conduct intake calls and match clients to appropriate clinicians based on needs, licensure, insurance, and specialization
- Verify insurance benefits and communicate session fees and coverage
- Send and track intake paperwork, ensure completion before first session
- Follow up on missed intakes or incomplete onboarding tasks
Office Management & Administrative Oversight
- Oversee and optimize the daily operations of the virtual office
- Supervise onboarding of new clinicians (licensing paperwork, bios, system setup)
- Manage clinician schedules, availability, cancellations, and rescheduling issues
- Serve as liaison between clinicians and clients when administrative intervention is needed
- Coordinate clinician supervision hours, documentation audits, and compliance checks
- Ensure clinicians are meeting session and caseload KPIs (track weekly)
- Respond to client issues or complaints with empathy, professionalism, and urgency
- Manage intake team (if applicable), support staff, and oversee workflow delegation
- Maintain documentation tracking, monitor note completion timeliness
- Collaborate with billing specialist to review session logs, claims, and insurance issues
KPI Tracking & Quality Assurance
- Monitor and report weekly on:
- New client conversions
- Intakes completed vs. missed
- Average time to match
- Clinician caseloads & retention
- Documentation completion
- Identify workflow bottlenecks and implement solutions
- Collaborate with Clinical Director on client-clinician matching strategies
Practice Communications & Liaison Work
- Communicate daily with clinicians about admin tasks, reminders, and performance goals
- Serve as bridge between billing department and clinicians regarding no-shows, authorizations, etc.
- Host or participate in regular administrative meetings
- Maintain clinician and client satisfaction through timely responsiveness and proactive communication
Qualifications:
- 7+ years experience in administrative or office manager role (preferably healthcare or mental health)
- Experience with HIPAA-compliant EHRs (TherapyNotes, SimplePractice, etc.)
- Excellent interpersonal and communication skills
- Tech-proficient (Google Workspace, Zoom, Excel, phone systems)
- Ability to multitask, prioritize, and solve problems quickly
- Highly organized and emotionally intelligent
- Experience working remotely in a supervisory/management capacity preferred
- Native Level English
Send CV to [email protected]
