Intake & Admin Coordinator (Part-Time 20h/wk)

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

Intake & Admin Coordinator (Part-Time 20h/wk)

Chicago, United States | Posted on 10/26/2026

• Industry Concentric Counseling & Consulting

Concentric Counseling & Consulting is an established and thriving Chicago group therapy practice committed to warm, responsive, and coordinated care. We believe people are shaped by their relationships, families, work, communities, and cultures, and we help clients move through barriers toward more centered lives and healthier relationships. Our supportive team values everyone’s ideas, regularly shares gratitude, learns together, and makes space for humor and genuine connection.

The Opportunity

The Intake and Admin Coordinator is often the first person someone connects with at a vulnerable moment. This role is more than scheduling. It blends compassion, thoughtful communication, and strong follow through to help each prospective client feel heard and find a therapist who fits their needs, insurance, and schedule. The right person will make access to care feel clear, personal, and supportive from the first response.

Key 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 and maintain staff credentialing support as assigned and protect confidential information by following HIPAA, privacy, and security requirements.

Create, update, and maintain CAQH (Council for Affordable Quality Healthcare) staff profiles on a regular basis.

Submit claims on a daily basis.

Requirements

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

Schedule Compensation and Growth

$23 per hour

Approximately 20 hours per week, generally four hours per day, Monday through Friday

Hybrid position with a consistent schedule established with the selected candidate, we will consider remote for top tier candidates.

Opportunity for additional hours based on referral demand, practice capacity, and performance

What We Offer

Monthly staff meetings and group learning opportunities

Employee appreciation and team building gatherings three to four times each year

HIPAA training

Applicable paid sick leave in accordance with policy and law