Intake Coordinator

TMH Behavioral Services • Chicago, IL

4d • $25 - $30 • Hybrid

About The Position

The Intake Coordinator serves as the first point of contact for prospective clients and plays a critical role in ensuring a seamless, welcoming, and efficient entry into TMH Behavioral Services. This position manages the full client intake process — from initial inquiry through service placement — and serves as a central hub for scheduling coordination, documentation accuracy, and clinician communication. The ideal candidate is organized, compassionate, detail-oriented, and committed to supporting the communities we serve.

Requirements

• High school diploma or GED required; Associate's or Bachelor's degree in Human Services, Healthcare Administration, or a related field preferred
• Minimum 1–2 years of experience in a healthcare, behavioral health, or social services administrative role
• Proficiency with EHR systems; experience with TheraNest is a strong plus
• Excellent verbal and written communication skills
• Strong organizational skills and the ability to manage multiple priorities simultaneously
• Demonstrated ability to engage with clients and families from diverse and underresourced backgrounds with empathy and professionalism

Nice To Haves

• Experience with Medicaid billing workflows and/or knowledge of IM+CANS assessment processes
• Familiarity with behavioral health terminology and community mental health settings
• Bilingual (English/Spanish) a plus

Responsibilities

• Client Intake Coordination Serve as the primary point of contact for all incoming client inquiries via phone, email, and referral
• Conduct thorough intake screenings and collect initial client information in accordance with agency standards
• Schedule clients for IM+CANS (Illinois Medicaid Child and Adolescent Needs and Strengths) assessments
• Import and organize intake documents accurately within TheraNest EHR
• Communicate intake status and relevant client information to clinical staff in a timely manner
• Scheduling Coordination Maintain and monitor clinician availability schedules on an ongoing basis
• Coordinate and confirm scheduling between incoming clients and assigned clinicians
• Update clinician availability in TheraNest on a weekly basis or as changes occur
• Proactively identify and resolve scheduling conflicts to minimize disruption to client care
• Client Flow Monitoring Track client movement through each stage of the intake and assessment process
• Follow up on outstanding intake steps to ensure timely progression to service delivery
• Identify and close inactive client records within TheraNest in accordance with agency policy
• Maintain accurate chart status and flag records requiring clinical review or closure
• Intake Documentation & Compliance Ensure all intake documentation is completed accurately and entered into TheraNest within required timeframes
• Verify completeness of required forms, consents, and screening tools prior to clinician assignment
• Maintain confidentiality of all client information in compliance with HIPAA and agency policies
• Support audit readiness by keeping records organized and up to date

Benefits

• Monthly healthcare stipend of $300.00 to support medical, dental, or vision coverage
• Paid Time Off (PTO) and vacation time
• Supportive, mission-driven work environment committed to behavioral health equity

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees