Remote Intake Specialist — Compassionate & Data-Driven

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, 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.