Office Administrator / Intake Coordinator

Full-Time Receptionist/Intake Coordinator (Temp-to-Hire) – Harmony Hearts Counseling (Irving, TX)

Compensation: $20-25/hour – 1099 Contract
Status: Temp-to-Hire (3-Month Evaluation Period)
Schedule: 5 day work week /8 hours daily
Work Type: In Office

Harmony Hearts Counseling is seeking a reliable, compassionate, and highly organized Full-Time Receptionist to support our growing mental health practice. This is a Temp-to-Hire position, beginning as a 1099 contracted role for the first 90 days, with the opportunity for permanent hire and compensation renegotiation upon successful completion of the evaluation period.

Experience with Noteable/ Checkpoint EHR is highly preferred; however, we are willing to train the right candidate who is eager to learn. Bilingual candidates are preferred but not required.

Key Responsibilities

• Greet clients and create a welcoming, supportive environment
• Answer phones promptly and professionally with excellent phone etiquette
• Schedule and confirm appointments, maintain provider calendars, and coordinate meetings
• Assist with new client intake, paperwork processing, and accurate documentation
• Enter and update client information in the EHR system (Noteable/Checkpoint preferred)
• Assist with prior authorizations and insurance coordination as needed
• Maintain confidentiality and ensure HIPAA compliance
• Support providers and administrative team with daily office operations
• Maintain a clean, organized, and professional office environment
• Upload, manage, and securely store medical records
• Assist with email communication, client follow-ups, and office correspondence
• Provide occasional remote administrative support when necessary
• Professional Administrative Assistant

Requirements

• Previous experience in a medical or mental health office preferred
• Experience with Noteable / Checkpoint EHR preferred (or willingness to learn)
• Strong communication and customer service skills
• Professional phone etiquette
• Ability to multitask and stay organized in a fast-paced environment
• Attention to detail and reliability
• Familiarity with prior authorizations and insurance processes is a plus
• Ability to maintain confidentiality and professionalism at all times
• Bilingual (English/Spanish) preferred but not required
• Professional Administrative Assistant
• CMBHS (Preferred but not required)
• TMHP (Preferred but not required)
• Prior Authorization experience
• Microsoft Office knowledgeable

Compensation

• $20-25/hour | 1099 Contract for first 90 days
• Position will be evaluated for permanent hire and compensation renegotiation after 3 months

Pay: $20.00 - $25.00 per hour

Education:

• Bachelor's (Preferred)

Experience:

• Office management: 1 year (Required)

Work Location: In person