Intake Manager

JOIN A MISSION-DRIVEN PRACTICE THAT SERVES WITH PURPOSE

For more than 30 years, Light Counseling has served thousands of individuals, couples, and families across Virginia and beyond. We provide professional, confidential, distinctly Christian counseling grounded in clinical excellence and God's truth.

Our mission is simple: bring hope to the hopeless and healing to the hurting.

We are seeking an Intake Manager who is passionate about leading people, improving processes, and ensuring every prospective client experiences a compassionate, efficient, and welcoming first impression. This position combines direct client interaction with leadership responsibilities, overseeing the Intake team while actively participating in the intake process.

• Meaningful work that directly connects individuals and families with the care they need
• Opportunity to lead and develop a high-performing intake team
• Collaborative and supportive leadership environment
• Mission-driven culture rooted in faith and service
• Ability to shape processes, improve client experience, and drive operational excellence

Employment with Light Counseling is confidential and adheres to all federal and state privacy laws and practices (including HIPAA). Employees are expected to exercise sound judgment, maintain discretion, and operate with independence, flexibility, and professionalism within the framework of company policies and procedures.

• Serve as an active member of the Intake team by handling incoming client inquiries via phone, email, and online requests
• Conduct intake screenings and collect required demographic, insurance, and payment information
• Schedule clients with the most appropriate providers based on specialty, availability, and clinical recommendations
• Maintain accurate and timely documentation within the Electronic Health Record (EHR) system
• Provide compassionate, professional service while helping prospective clients navigate the intake process

• Lead, coach, and supervise the Intake Specialists while continuing to support daily intake operations
• Train new team members and provide ongoing coaching, mentorship, and performance feedback
• Foster a collaborative, client-centered culture focused on responsiveness, empathy, and excellence
• Support employee development and encourage continuous learning and accountability

• Develop, implement, and maintain an Intake Scorecard to monitor key performance indicators such as response times, conversion rates, appointment completion, and client satisfaction
• Analyze intake data to identify trends, opportunities, and operational improvements
• Recommend and implement process enhancements that improve efficiency and client experience
• Ensure consistent intake workflows across all office locations and teletherapy services

• Partner with Clinical Directors and Site Leaders to ensure appropriate client placement
• Collaborate with the Billing Manager to verify insurance eligibility and financial readiness
• Work closely with the Client Care Manager to ensure seamless transitions between intake, scheduling, and ongoing client support
• Coordinate with the Marketing Manager to optimize lead management, referral tracking, and Hub Spot automation

• Ensure compliance with HIPAA and all applicable federal and state privacy regulations
• Oversee the accuracy and completeness of client records, insurance documentation, and intake information
• Maintain high standards for documentation within the EHR and Hub Spot platforms

• Research and implement best practices for behavioral health intake…