Compassionate Intake & Scheduling Coordinator - Part-Time

theFace HR; Chicago (IL); Hybrid; USD 26,000 - 37,000; Part time

Benefits offered by this job

HIPAA training

Staff meetings

Paid sick leave

Team building

Job summary

Concentric Counseling & Consulting is seeking an Intake & Admin Coordinator for a part-time, 20-hour-per-week role in Chicago. You will be the first contact for prospective clients, handling inquiries, insurance verification, and scheduling with care and confidentiality.

You will work with TheraNest, manage referrals, and coordinate with therapists to match patients. The role emphasizes warmth, clear communication, HIPAA compliance, and reliable follow-through in a supportive team environment.

Qualifications

• At least three years of customer service, administrative, intake, scheduling, or healthcare admin experience.
• Strong written and verbal communication; comfortable with sensitive conversations.
• High emotional intelligence with warm, compassionate, nonjudgmental approach.
• Excellent organization, attention to detail, and multi-tasking ability.
• Familiarity with email, calendars, referral logs, and electronic health records; TheraNest is a plus.
• Trustworthiness, discretion, and HIPAA confidentiality.

Responsibilities

• Monitor referral log, shared email, and TheraNest daily; respond within four business hours.
• Communicate with prospective clients by phone and email with warmth and good judgment.
• Verify insurance details and present therapist options with next steps.
• Learn therapists' specialties, schedules, and requirements for accurate matches.
• Schedule initial appointments; add clients to TheraNest and send intake paperwork.
• Track inquiries, lead conversions, and provide daily/weekly/monthly reporting.
• Prepare concise clinical summaries for assigned therapists.

Skills

Customer service

Administrative support

Communication skills

HIPAA/privacy

Emotional intelligence

Education

Bachelor's degree in psychology

Tools

TheraNest

Spreadsheets

Calendar software

Job description

Concentric Counseling & Consulting is seeking an Intake & Admin Coordinator for a part-time, 20-hour-per-week role in Chicago. You will be the first contact for prospective clients, handling inquiries, insurance verification, and scheduling with care and confidentiality.

You will work with TheraNest, manage referrals, and coordinate with therapists to match patients. The role emphasizes warmth, clear communication, HIPAA compliance, and reliable follow-through in a supportive team environment.