Scheduler & Intake Coordinator - Start Up Mental Health Practice

Job Description

Job Description

About Our Practice

At Conscious Puzzles, we are committed to delivering high-quality, culturally responsive mental health services to the underserved populations of Vallejo and surrounding communities. We are a trauma-informed, community-rooted practice with a mission to transform access to care for individuals and families facing systemic barriers.

Job Ad: Scheduler & Intake Coordinator (Vallejo/Napa)

Position: Scheduler & Intake Coordinator

Location: Vallejo, CA (Primary) + Napa, CA (1 day/week)

Schedule: Full-time | In-person

Compensation: $20–$28/hour (DOE)

Company: Conscious Puzzles (Mental & Behavioral Health Clinic)

Are you a smart, detail-driven multitasker who thrives in fast-paced healthcare environments?

The Who, a trauma-informed, culturally responsive mental health clinic, is seeking a Scheduler & Intake Coordinator to be the front-line voice for our patients and ensure they are supported, scheduled, and seen. We need someone who is not only organized—but thinks on their feet, problem-solves fast, and deeply understands SimplePractice or similar EHR platforms.

Responsibilities:

• Schedule appointments via phone, email, and portal for 20+ providers using SimplePractice
  

• Confirm patient attendance and follow up with no-shows or late cancels
  

• Collect credit card information, co-pays, and late cancellation fees
  

• Perform intake coordination, including document review and pre-session reminders
  

• Answer phones, greet clients, and assist with front desk check-ins at Vallejo office
  

• Travel to Napa clinic once per week to support in-person patient admissions
  

• Collaborate closely with billing, clinical supervisors, and case managers
  

Ideal Candidate:

• Confident, warm communicator who follows up without being pushy
  

• Expert user of SimplePractice or similar EHRs (required)
  

• Extremely organized, efficient, and solution-focused
  

• Comfortable handling sensitive information and multi-tasking
  

• Loves mental health advocacy and making systems run better

Requirements:

• Minimum 1 year experience scheduling in a healthcare or behavioral health setting
  

• Proficiency with EHR (SimplePractice preferred), Zoom, Google Workspace
  

• Bilingual English/Spanish a plus
  

• Must have reliable transportation to work from both Vallejo and Napa offices

Perks:

• Join a mission-driven, tight-knit team
  

• Growth and training opportunities in healthcare administration
  

• Paid training and access to mental health care resources
  

Positive, community-centered work environment