Office Manager & Intake Coordinator

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
דרישות התפקיד
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