Intake & Admin Coordinator (Part-Time 20h/wk)

theFace HR • Chicago, IL

12d • Hybrid

About The Position

Concentric Counseling & Consulting is an established Chicago group therapy practice focused on warm, responsive, coordinated care. The Intake & Admin Coordinator is often the first point of contact for prospective clients and helps make access to care clear, personal, and supportive. The role combines compassionate communication with administrative follow-through to understand prospective clients’ needs and match them with therapists who fit their needs, insurance, and schedules.

The coordinator monitors and responds to inquiries, gathers information, explains insurance, recommends therapist options, schedules initial appointments, manages client records and intake paperwork, and tracks referral activity and outcomes. The position also supports clinical handoffs, staff credentialing, CAQH profile maintenance, and daily claims submission while protecting confidential information in accordance with HIPAA and privacy and security requirements.

This is a hybrid, part-time position of approximately 20 hours per week, generally four hours per day Monday through Friday, with a consistent schedule established with the selected candidate. Remote work may be considered for top-tier candidates. Additional hours may be available depending on referral demand, practice capacity, and performance. Compensation is $23 per hour.

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 and a warm, compassionate, and nonjudgmental approach.
• Strong organization, attention to detail, follow-through, and ability to manage several active conversations.
• Comfort with email, spreadsheets, calendars, referral logs, and electronic health records.
• Trustworthiness, discretion, and an understanding of HIPAA and confidential information.
• Passion for therapy and mental health.

Nice To Haves

• Experience with TheraNest.
• A bachelor’s degree in psychology or a related field.

Responsibilities

• Monitor the referral log, shared email, and TheraNest each weekday and respond promptly to new inquiries, aiming to respond within four business hours during scheduled coverage.
• Communicate with prospective clients by phone and email in a warm, compassionate, and thoughtful manner, including during sensitive or challenging conversations.
• Gather prospective clients’ needs and preferences, verify and explain insurance information, and provide therapist options and clear next steps.
• Learn therapists’ specialties, styles, availability, and scheduling requirements to make appropriate matches.
• Schedule initial appointments, add clients to TheraNest, send intake paperwork, and follow up on incomplete items.
• Track inquiries, contact attempts, referral status, conversions, lead conversion rates, and next steps; provide daily, weekly, and monthly reporting.
• Prepare a concise, stand-alone clinical summary for the assigned therapist when a prospect becomes a client.
• Provide and maintain staff credentialing support as assigned.
• Protect confidential information by following HIPAA, privacy, and security requirements.
• Create, update, and maintain staff CAQH profiles regularly.
• Submit claims daily.

Benefits

• Monthly staff meetings and group learning opportunities.
• Employee appreciation and team-building gatherings three to four times each year.
• HIPAA training.
• Applicable paid sick leave in accordance with policy and law.
• Opportunity for additional hours based on referral demand, practice capacity, and performance.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed