Intake Coordinator
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Hourly Salary:
Experience Required:
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Job Summary
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 everyones 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 therapists 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.
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 bachelors 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
Opportunity for additional hours based on referral demand practice capacity and performance
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
Required Skills:
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 therapists 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 bachelors degree in psychology or a related field is a plus
