Care Coordinator (Client Intake and Conversion)

Healthy Minds NYC•New York, NY

6d•$65,000 - $75,000

About The Position

The Care Coordinator is a client-facing, conversion-critical role responsible for guiding prospective clients from initial inquiry through consultation and into ongoing care. This role sits at the intersection of client experience and revenue growth. You will lead consultative conversations that build trust, identify client needs, and confidently guide individuals toward booking and beginning services. You are not just responding to inquiries—you are helping people take an important step in their lives while ensuring the practice converts demand into meaningful care.

Requirements

2+ years in client-facing, intake, or consultative roles (healthcare, coaching, or service-based preferred)
Strong communication skills (phone, email, text)
High emotional intelligence and professionalism in sensitive conversations
Experience managing multiple conversations and priorities simultaneously
Comfort working in remote, fast-paced environments

Nice To Haves

Experience in consultative sales, intake coordination, or client conversion roles
Familiarity with mental health services or coaching environments
Experience with CRM systems (HubSpot preferred)
Bachelor’s degree in Psychology, Communications, Business, or related field

Responsibilities

Lead Intake & Client Communication
Serve as the first point of contact for prospective clients via phone, email, text, and online inquiries
Respond quickly and thoughtfully to all new inquiries
Build rapport through warm, professional, and confident communication
Guide prospective clients toward booking a consultation using a consultative approach
Conduct Consultative Intake Conversations
Lead structured intake conversations to understand client needs, preferences, and readiness
Recommend appropriate providers and services based on clinical fit and client goals
Confidently guide clients toward next steps (booking and starting care)
Address common concerns (cost, timing, fit, out-of-network questions) with clarity and professionalism
Navigate hesitation and indecision while maintaining a high-trust, non-pressured experience
Drive Conversion & Funnel Performance
Own consultation booking rates and contribute to improving overall conversion performance
Track and manage all leads through the CRM (HubSpot)
Execute timely and persistent follow-up across phone, text, and email
Identify drop-off points in the intake process and recommend improvements
Client Experience & Onboarding Support
Ensure a seamless and supportive onboarding experience for new clients
Collaborate with clinical and administrative teams for smooth handoffs
Maintain accurate and detailed records of all client interactions
Operational & Team Support
Maintain CRM hygiene and ensure visibility across the team
Provide occasional administrative or office support as needed (minimal portion of role)