Intake Coordinator & Billing Administrator

About Us

OpenMinds is a non\-profit outpatient mental health clinic devoted to serving the Santa Barbara community. We specialize in providing expert care for adolescents and young adults dealing with a variety of mental health issues. Our comprehensive services encompass individual, family, and group therapy, along with psychological and neuropsychological evaluations. Our approach revolves around patient\-centered, culturally competent, and evidence\-based care, ensuring the highest standards in our services. At OpenMinds, our main goal is to deliver inclusive and accessible mental health services. To achieve this, we are in\-network with private insurance, aiming to improve access to mental health support for the youth in our community.

Position Overview

OpenMinds Mental Health Services is seeking a highly organized, proactive, and compassionate Intake Coordinator \& Billing Administrator to serve in a central office management role that is vital to keeping daily operations running smoothly. This position carries meaningful responsibility and ownership – ideal for someone who takes pride in being the backbone of a well\-functioning organization. As the first point of contact for new patients, this individual will manage patient onboarding, support front\-end office operations, and contribute to the billing and reimbursement process, ensuring that all administrative, intake, and financial workflows are handled efficiently, accurately, and with care.

Key ResponsibilitiesIntake Coordination

• Serve as the first point of contact for new patient inquiries, providing a warm, professional, and responsive introduction to OpenMinds
• Be available by phone during business hours and respond to all inquiries within 24 hours on weekdays
• Conduct initial screening calls via phone or Zoom to initiate the onboarding process
• Verify patient insurance benefits (VOB) and clearly communicate coverage and expected costs
• Coordinate communication with providers, schools, family members, and other involved parties, as appropriate, to support a smooth intake process
• Enter and maintain accurate patient information in the Electronic Health Record (EHR)
• Send all intake forms and required documentation prior to the first appointment
• Triage patient questions and provide timely, professional responses throughout the intake process
• Thoughtfully match patients with appropriate therapists based on clinical needs, preferences, and scheduling availability
• Manage and coordinate scheduling for designated team members to support efficient clinic operations

Patient \& Insurance Billing Services

• Take ownership of weekly billing operations, including charging patients, submitting insurance claims, and ensuring accuracy across all billing activities
• Coordinate with the team to ensure complete and accurate collection of patient demographics, insurance, and financial information
• Support patients in understanding insurance processes (e.g., coordination of benefits) and provide clear guidance on financial responsibility
• Communicate with patients regarding copayments, outstanding balances, and credit cards on file; follow up as needed to resolve billing questions
• Track and follow up on insurance authorizations, claim rejections, and denials in collaboration with the billing team
• Assist with reconciling patient billing data and maintaining accurate, up\-to\-date records in the EHR

Office \& Administrative Management

• Maintain a clean, well\-stocked office environment (coffee, snacks, water, plants, etc.).
• Manage mail, office supplies, and other day\-to\-day operational needs.
• Help design and furnish new office spaces as needed.
• Oversee the scheduling calendar and assist with therapist availability coordination.
• Conduct light auditing of therapist documentation to ensure timeliness and completeness.
• Maintain SOPs and process documentation; assist with onboarding new clinicians.
• Ensure accuracy of patient data and therapist assignments in the EHR.

Qualifications

• Excellent organizational, communication, and multitasking skills.
• Proficiency with EHR systems and general office software (Google Workspace preferred).
• Experience in a mental health or healthcare setting is preferred.
• Basic knowledge of insurance billing processes and patient\-facing communications.
• Ability to work independently and collaboratively in a fast\-paced, mission\-driven environment.
• Bachelor’s degree preferred
• Spanish speaking preferred

Compensation \& Benefits

• Starting at $25/hour, with the possibility of increase after 90\-day review.
• Flexible scheduling with occasional remote work opportunities
• Paid time off (PTO)
• Health, dental, and vision insurance options
• Opportunities for professional growth and development.
• Opportunity to take ownership of a critical operations role and grow within the organization
• Monthly team activities and events
• Office stocked with food and drinks

How to apply:

• Interested candidates should submit a resume and cover letter to Joe Fleming at hire@openminds.clinic. Please indicate "Intake Coordinator \& Billing Admin" in the subject line.
• OpenMinds Mental Health Services is an equal opportunity employer, and we encourage individuals from diverse backgrounds to apply.

Pay: From $25\.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Experience:

• Medical billing: 3 years (Preferred)

Language:

• Spanish (Preferred)

Ability to Commute:

• Santa Barbara, CA 93110 (Required)

Ability to Relocate:

• Santa Barbara, CA 93110: Relocate before starting work (Required)

Work Location: In person