Intake Coordinator / Virtual Assistant

(part-time, up to 10-hrs per week)

Primary Roles & Responsibilities:

  • Manage practice email and phone lines
  • Interface with patients and billing agency
  • Marketing for brand development and generating referrals

Job Description:

  • Call monitoring and responding
    • Monitor general inquiry phone line (through Grasshopper phone system)
    • Respond to voicemails as needed
    • Phone screening and setting up initial phone consultations or intake sessions
    • Modify scheduled session times as needed
  • Email monitoring and responding
    • Manage contact@identityannarbor general email inbox
    • Manage clinician email accounts as needed
    • Respond to prospective patients as needed
    • Schedule/reschedule patients for clinicians as needed
  • Liaison between Identity and billing agency
    • Communicate with and respond to billing agency as needed
  • Marketing projects
    • Manage Identity social media pages
    • Facebook, others. Create pages
    • Regular posts
    • Blog/website
      • Write blogs for website
    • Generate monthly Identity newsletter
    • Generate external marketing/advertising documents
      • Flyers, notice letters to other professionals, etc.
    • Other marketing ideas
      • Any ideas for getting the word out for Identity or promoting the brand
      • Health fairs, lunch and learns, networking groups, creative audio visuals, etc.
    • Other
      • Other miscellaneous projects


  • Excellent interpersonal skills while interfacing with patients over the phone
  • Available to return patient phone calls and emails within 2 hours
  • Excellent attention to detail as well as adaptability
  • Background in psychology or helping professions desired
  • Familiar with HIPAA or willing and able to learn quickly
  • Strong writing skills
  • Able to take on multiple tasks at one time
  • Strong professional ethics, aligned with core values related to diversity & inclusion
  • Self-motivated, able to follow through on tasks with limited guidance
  • Bachelors degree desired

Job Details

  • Type: Independent Contractor (annual renewable contract)
  • Location: Remote, with occasional in-person requirements
  • Hours: up to 10-hours/week, work on as-needed basis. Potential for more hours as the practice grows
  • Pay: $15-$17/hr, depending on qualifications


If interested, please fill out the contact form below: