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

theFace HR • Chicago, IL

14d • 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 careful follow-through to understand prospective clients’ needs and connect them with therapists who fit their needs, insurance, and schedules.

The coordinator handles inquiries and intake workflows, including insurance information, therapist matching, scheduling, electronic health record updates, paperwork follow-up, inquiry tracking, and reporting. The role also supports staff credentialing, maintains CAQH profiles, submits claims, and safeguards confidential information in accordance with HIPAA, privacy, and security requirements.

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, 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

• TheraNest experience.
• 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 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 follow-up response with suitable therapist options and next steps.
• Learn therapists’ specialties, styles, 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, next steps, and lead conversion rates; provide clear daily, weekly, and monthly reporting.
• Prepare a concise, standalone 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 regularly maintain staff CAQH profiles.
• Submit claims daily.

Benefits

• $23 per hour.
• 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.
• HIPAA training.
• Applicable paid sick leave in accordance with policy and law.

What This Job Offers

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