Intake Coordinator

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

Benefits offered by this job

Monthly staff meetings

Team building events

Paid sick leave

Job summary

Concentric Counseling & Consulting in Chicago, IL is seeking an Intake Coordinator to welcome prospective clients with warmth and clarity. This role blends scheduling, insurance verification, and compassionate communication to match clients with suitable therapists.

You’ll handle referrals, maintain TheraNest entries, and support credentialing while protecting client confidentiality in a HIPAA-compliant environment.

Qualifications

• Three+ years in customer service, intake, scheduling, or admin roles in healthcare.
• Strong written and verbal communication and comfort with sensitive conversations.
• High emotional intelligence with a warm, compassionate approach.
• Excellent organization and ability to manage multiple conversations.

Responsibilities

• Monitor referrals, email, and TheraNest; respond promptly during coverage hours.
• Communicate with prospective clients by phone and email with warmth and judgment.
• Gather client needs, verify insurance, and present appropriate therapist options.
• Learn therapists’ specialties and scheduling requirements for accurate matches.
• Schedule initial appointments, add to TheraNest, and send intake paperwork.
• Track inquiries and reporting; provide daily, weekly, monthly updates.
• When a client is formed, prepare a concise clinical summary for the therapist.
• Provide credentialing support and protect confidential information per HIPAA.

Skills

Customer service

Administrative experience

Phone communication

HIPAA awareness

Organizational skills

TheraNest experience

Education

Bachelor’s degree in psychology or related field

Job description

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

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

Benefits

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
• 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
• Applicable paid sick leave in accordance with policy and law