Intake Coordinator

Intake Coordinator – Group Practice

***Required Hours: M-F 9:00 AM - 12: 00 PM (somewhat negotiable, but set hours needed).

Our group practice is seeking a highly organized, responsive, and detail-oriented Intake Coordinator to join our team. This position is vital to the success of our practice, serving as the first point of contact for potential clients and ensuring a smooth and supportive intake process.

Key Responsibilities

• Manage the full intake process with sensitivity, professionalism, and responsiveness.
• Provide excellent customer service to potential clients by phone and email, responding quickly and with empathy.
• Accurately document client information and maintain records in both our CRM (HubSpot) and our EHR system (SimplePractice).
• Communicate clearly and consistently with the rest of the team, including other intake coordinators and clinicians, to ensure a seamless client experience.
• Pay close attention to details while managing multiple variables at once.
• Support potential clients in their first interactions with the practice, helping them feel comfortable and understood.

Qualifications

• Excellent organizational skills and responsiveness.
• Strong attention to detail and ability to think about multiple variables simultaneously.
• Proficiency with CRM systems (HubSpot) and EHR platforms (SimplePractice) is strongly preferred.
• Outstanding communication skills, both verbal and written.
• Excellent phone and email etiquette.
• Ability to collaborate effectively with intake team members and the broader practice team.
• Previous customer service or client-facing experience required; healthcare or mental health practice experience is a plus.
• Willingness to attend occasional in-person meetings and paid social events to build relationships with the therapists and invest in our team-building culture.

Why Join Us?

As an Intake Coordinator, you will play a critical role in welcoming new clients and supporting them through their first steps toward care. You’ll be joining a supportive, friendly, and professional team committed to helping our community access high-quality mental health services.

Job Type: Part-time

Pay: $18.00 - $24.00 per hour

Expected hours: 15 per week

Benefits:

• 401(k) matching
• Paid time off

Application Question(s):

• Are you able to work mornings Monday through Friday?
• Do you have any experience with CRMs, including HubSpot?
• Do you have any experience using Simple Practice?
• Why are you interested in becoming an Intake Coordinator for a mental health practice?

Experience:

• intake or related: 1 year (Preferred)

Work Location: Remote