Remote Intake Coordinator - Consultative Sales

Peaceful Psychotherapy; New York (NY); On-site; USD 36,000 - 65,000; Full time

Benefits offered by this job

Remote work

Job summary

Peaceful Psychotherapy, a growing remote private therapy practice serving adults in New York State, is seeking an empathetic, process-minded intake and scheduling coordinator. This role actively follows up with prospective clients, guides them through intake, insurance checks, clinician matching, and scheduling, while staying calm and patient.

You will work with our CRM and telehealth workflows to move leads forward, update records in real time, and support a humane, patient-centered approach.

Qualifications

• Experience in client-facing or sales role building trust quickly.
• Experience with pipeline management.
• Experience with CRM and telehealth platforms.
• Experience working within a structured, multi-step process.

Responsibilities

• Answer incoming calls and respond to new leads within the first minutes of lead appearing in the CRM.
• Handle inbound inquiries and be the first point of contact for prospective clients.
• Conduct warm intake calls and guide clients through intake flow (discovery, clinician matching, scheduling, insurance check, close).
• Match clients to the right clinician based on concerns, fit, and availability.
• Convert qualified leads into booked appointments with empathy and clear next steps.
• Update CRM lead status after every interaction and follow up until a clear outcome is reached.
• Work with admin to ensure insurance verification is completed accurately and on time.
• Participate in intake meetings and coaching calls and contribute to process improvements.

Skills

Empathy

Learning agility

People person

Attention to detail

Calm under pressure

Tools

CRM software

Telehealth platforms

Job description

Peaceful Psychotherapy is a growing remote private therapy practice providing therapy to adults in New York State. We are completely remote, deeply committed to our clients, and building a team that reflects those values from the very first phone call.

See our careers page to learn more about our culture!

https://www.peacefulpsychotherapy.com/careers/

Our Values

Commitment to Mastery — we aim continuous learning and meaningful improvement

Authentic Workplace Care — We treat one another with genuine kindness, respect, and care.

Feedback-Driven — we use data, feedback, and performance metrics to guide decisions and improve outcomes

About the Role

We are looking for someone with an unusual combination of warmth and drive! You should be naturally compassionate, emotionally perceptive, and excellent at helping people feel comfortable—while also being ambitious, persistent, and motivated by measurable results.

We are also looking for someone with strong learning agility and operational sharpness. Our intake process has a meaningful learning curve and involves multiple pipeline stages, follow-up rules, scheduling considerations, insurance workflows, and CRM procedures. You do not need to know our systems coming in, but you should be someone who picks up new workflows quickly, enjoys understanding how a process works, and is not intimidated by learning a detailed system.

This is not a passive administrative position. You will actively follow up with prospective clients, respond quickly to new inquiries, address hesitation and objections, manage pipeline stages, and help people move forward with scheduling therapy.

At the same time, this is not a high-pressure sales role. Our clients may be vulnerable or uncertain, so patience, gentleness, and sound judgment are essential. We do not use pressure tactics or hard closes; success means helping people make an informed decision that is genuinely right for them.

You Might Be a Great Fit If...

• You learn new systems and multi-step workflows quickly and enjoy mastering how they work
• You are a people person with a positive friendly demeanor
• When faced with a detailed or unfamiliar process, you tend to get curious and organized rather than overwhelmed
• You naturally take the lead in conversations without being pushy
• You stay calm and grounded when someone is emotional or uncertain
• You know how to listen deeply and then move things forward
• You're confident guiding a conversation to a clear next step - without pressure

Your background likely includes:

• A client-facing or sales role where you learned to build trust fast (hospitality, healthcare, wellness, or mental health preferred)
• Comfort discussing sensitive topics with care and professionalism
• Experience with pipeline management (preferred but not required)
• Experience with CRM tools and telehealth platforms (preferred but not required)
• Experience working within a structured, multi-step process—such as a CRM, sales pipeline, patient intake process, scheduling system, or customer-success workflow (preferred but not required)

What You'll Do

Client Intake & Scheduling

• Answer all incoming calls and respond to new leads within the first 3 minutes of lead appearing in the CRM
• Handle inbound calls and messages from prospective clients, serving as their first point of contact with the practice
• Conduct warm, structured intake calls that make clients feel heard
• Guide clients through our full intake flow: discovery, future-pacing, clinician matching, scheduling, insurance check, and close
• Match clients to the right clinician based on their presenting concern, personality fit, and schedule availability
• Convert qualified leads into booked appointments with confidence and care
• Handle objections around price, timing, and insurance with empathy — and move the conversation forward

CRM Management & Follow-Up

• Update CRM lead status immediately after every client interaction — no batching at end of day
• Follow up on all open leads until a clear outcome is reached — booked, declined, or referred
• Work closely with the admin team to ensure insurance verification is completed accurately and on time

Dedication to Growth & Innovation

• Actively participate in regular intake meetings and coaching calls
• Be open to feedback and committed to continuously improving your craft
• Proactively flag challenges, patterns, or bottlenecks you notice in the intake process — your insights help the whole practice improve

Compensation & Incentive Structure

Base Pay

$36,000

Total Pay

$40,000 - $65,000

Commission Structure

• Session Booked $4
• 3 Sessions Completed $4
• Other bonuses for referrals and acquiring reviews

We plan to work up to 200 Bookings a month or more