Compassionate Intake Coordinator — Hybrid, Part-Time

Remote Co.; Chicago (IL); Hybrid; USD 32,000 - 36,000; Part time

Benefits offered by this job

Monthly staff meetings

Team building gatherings

Paid sick leave

Job summary

Concentric Counseling & Consulting in Chicago, IL is seeking an Intake Coordinator to be the first point of contact for prospective clients. This part-time, hybrid role blends scheduling with compassionate communication to help clients find a therapist who fits their needs, insurance, and schedule.

You will monitor referrals and inquiries, respond promptly, gather client needs, verify insurance, and match clients with appropriate therapists. A warm, discreet, and organized approach is essential.

Qualifications

• At least three years of customer service, administrative, intake, scheduling, healthcare administration, or similar experience.
• Strong written and verbal communication skills, confidence making phone calls, and comfort with challenging conversations.
• High emotional intelligence with a warm, compassionate, and nonjudgmental approach.
• Strong organization, attention to detail, follow through, and the ability to manage several active conversations.
• Comfort with email, spreadsheets, calendars, referral logs, and electronic health records; TheraNest experience is a plus.
• Trustworthiness, discretion, and an understanding of HIPAA and confidential information.
• A passion for therapy and mental health; a bachelor’s degree in psychology or a related field is a plus.

Responsibilities

• Monitor the referral log, shared email, and TheraNest each weekday and respond to new inquiries promptly, with a goal of responding within four business hours during scheduled coverage.
• Communicate with prospective clients by phone and email with warmth, compassion, and good judgment, including during sensitive or challenging conversations.
• Gather client needs and preferences, verify and explain insurance information, and provide a clear second response with appropriate therapist options and next steps.
• Learn each therapist’s specialties, style, availability, and scheduling requirements to make accurate matches.
• Schedule initial appointments, add clients to TheraNest, send intake paperwork, and follow up on incomplete items.
• Track inquiries, contact attempts, referral status, conversions, and next steps, including lead conversion rates, and provide clear daily, weekly, and monthly reporting.
• When a prospect becomes a client, prepare a concise, stand alone clinical summary for the assigned therapist.
• Provide credentialing support as assigned and protect confidential information by following HIPAA, privacy, and security requirements.

Skills

Customer service

Communication

Empathy

Organization

HIPAA compliance

Education

Bachelor's degree in psychology or related field

Tools

TheraNest

Job description

Concentric Counseling & Consulting in Chicago, IL is seeking an Intake Coordinator to be the first point of contact for prospective clients. This part-time, hybrid role blends scheduling with compassionate communication to help clients find a therapist who fits their needs, insurance, and schedule.

You will monitor referrals and inquiries, respond promptly, gather client needs, verify insurance, and match clients with appropriate therapists. A warm, discreet, and organized approach is essential.