Practice Operations Specialists

Practice Operations Specialists Reports To: Clinical Director/CEO/COO. Position Summary At Safe Haven Mental Health Solutions, the Practice Operations Specialists is the first warm and compassionate connection for children, teens, families, schools, and community partners seeking our services. This role ensures a smooth intake experience by gathering essential client information, verifying eligibility, scheduling assessments, and providing consistent communication. Using systems like Notenetic, RingCentral, and BambooHR, the Intake Coordinator maintains organized records while collaborating with our clinical and administrative teams to ensure every client’s journey begins with care and professionalism. Key Responsibilities Client Onboarding Answer calls, emails, and referrals with professionalism and empathy using RingCentral. Explain Safe Haven’s services and intake process clearly to clients and referral partners. Information Gathering & Documentation Collect demographic, contact, and insurance details accurately. Enter and update records in Notenetic and BambooHR systems. Ensure all required forms and releases are completed prior to service. Eligibility & Verification Confirm insurance coverage and service eligibility. Communicate with billing or insurance verification teams as needed. Scheduling & Coordination Schedule initial assessments and coordinate with clinicians based on availability and client needs. Send appointment confirmations and reminders. Follow-Up & Support Maintain regular communication with clients during the intake process. Address initial concerns or barriers to service. Compliance & Confidentiality Maintain HIPAA compliance and safeguard all client information. Follow Safe Haven policies and procedures for data management and client care. Qualifications High school diploma required; associate or bachelor’s degree in healthcare administration, psychology, or related field preferred. 1+ year of experience in an administrative, healthcare, or social services intake role preferred. Proficiency in Notenetic, RingCentral, BambooHR, or similar systems a plus. Strong communication and organizational skills. Compassionate, client-centered approach with cultural sensitivity. Key Skills & Attributes Empathy and professionalism in client interactions. Detail-oriented with excellent time management. Ability to multitask in a fast-paced environment. Collaborative and team-focused mindset. #J-18808-Ljbffr Safe Haven Mental Health Solutions