Intake Coordinator

Counseling Works•Naperville, IL

2d•Remote

About The Position

The Intake Coordinator is the first point of contact for people reaching out to Counseling Works, an established group practice serving adolescents, adults, and couples, with offices in Naperville, Frankfort, Lemont, and Shorewood, Illinois. The role responds to new inquiries, learns what prospective clients are looking for, matches them with an appropriate therapist, and guides them through scheduling, insurance, and paperwork so they are prepared for their first session. This work helps clinicians focus on clients during their first sessions rather than administrative details. The position works remotely and requires a quiet, private home workspace and reliable internet. The schedule is Monday through Thursday, 10:00 a.m.–6:00 p.m., and Friday, 10:00 a.m.–5:00 p.m. Pay is $20–$22 per hour.

Requirements

One to two years of experience in customer service, client services, sales, scheduling, front desk, healthcare administration, or a similar people-facing role.
Comfort with live calls and learning new computer systems.
Strong organization and attention to detail.
Respect for confidentiality and sensitive information.
A quiet, private home workspace and reliable internet.

Nice To Haves

Experience in a therapy practice, medical office, or behavioral health setting.
Familiarity with HIPAA.

Responsibilities

Respond to client calls, emails, and texts.
Match clients with clinicians based on their needs, preferences, insurance, and availability.
Guide clients through insurance, paperwork, and what to expect at their first session.
Follow up to keep each client’s intake moving forward.
Complete intake steps across the organization’s systems so clients and clinicians are ready for day one.
Handle cancellations and rescheduling, and keep records accurate.
Collaborate with the intake team, clinicians, and administrative staff.