Intake & Scheduling Specialist — Mental Health

Clarity Clinic, PLLC; Chicago (IL); On-site; USD 31,684 - 34,440; Full time

Job summary

Clarity Clinic, PLLC in Chicago, IL is seeking an Intake Access Coordinator to manage front-end intake for prospective clients and referrals. You will gather required information, provide cost estimates, and schedule assessments while ensuring a warm, timely transition to clinical services.

In this non-clinical role, you will follow established protocols, escalate safety concerns, and maintain accurate same-day EHR documentation. Some evenings/weekends may be required.

Qualifications

• High School Diploma required; Associate’s or Bachelor’s degree preferred.
• Minimum 1 year of customer service, healthcare scheduling, or behavioral health administrative experience.
• Knowledge of behavioral health services and terminology preferred.
• Proficiency in Microsoft Office Suite and multi-line phone systems.
• Familiarity with EHR platforms, AdvancedMD preferred, or ability to learn quickly.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Availability to work evenings and/or weekends as needed.

Responsibilities

• Answer and triage incoming calls, emails, and web inquiries with professionalism and urgency.
• Gather required pre-assessment information from prospective clients and referral sources.
• Provide patients with a general cost estimate prior to scheduling the intake assessment.
• Schedule intake assessments and confirm logistics with patients.
• Document pre-assessment data in the EHR the same day.
• Coordinate multi-service line intake workflows (Therapy Matching, Neuropsych Testing, TMS, Esketamine).
• Escalate safety concerns according to protocol and document outcomes in the EHR.

Skills

Customer service

Scheduling

Healthcare terminology

Microsoft Office

EHR knowledge

Confidentiality

Communication

Organization

Protocol adherence

Safety escalation

Education

High School Diploma

Associate/Bachelor preferred

Tools

AdvancedMD

Microsoft Office

EHR systems

Job description

Clarity Clinic, PLLC in Chicago, IL is seeking an Intake Access Coordinator to manage front-end intake for prospective clients and referrals. You will gather required information, provide cost estimates, and schedule assessments while ensuring a warm, timely transition to clinical services.

In this non-clinical role, you will follow established protocols, escalate safety concerns, and maintain accurate same-day EHR documentation. Some evenings/weekends may be required.