Intake Access Coordinator

Intake Access Coordinator

Clarity Clinic, PLLC Chicago, Illinois, United States

Clarity Clinic is an interdisciplinary private practice bringing together Psychiatrists, Advanced Practice Providers (PAs, NPs), Psychologists, and Therapists. Our mission is to guide the whole person toward clarity and mental wellness through exceptional, holistic care. We offer a broad range of specialties and treatment approaches — including medication management, psychological assessment, and psychotherapy — to support people wherever they are in life.

Through this multidisciplinary model, we're redefining what accessible, comprehensive mental health care looks like.

We are seeking an Intake Access Coordinator to serve as the first point of contact for prospective clients, families, and referring providers across designated Clarity Clinic service lines. In this non-clinical role, you will serve as the first point of contact for prospective patients, managing all pre-assessment intake activities, including gathering clinical and demographic information, providing preliminary financial and insurance information, coordinating assessment scheduling, and ensuring a warm, timely, and seamless transition to the clinical assessment process.

The Intake Access Coordinatoroperatesunder the supervision of the Director of Intakeandfollows established protocols and escalation pathways at all times, never providing clinical recommendations.

Pay Range (USD): $23.00 - $25.00 hourly

Pre-Assessment Functions - All Service Lines

• Answer and triage incoming calls, emails, and web inquiries with professionalism, compassion, and urgency.
• Gather required pre-assessment information from prospective clients and referral sources.
• Provide patients with a general cost estimate prior to scheduling the intake assessment.
• Schedule intake assessments with the Intake Coordinator and confirmlogisticswith patients.
• Conduct pre-assessment follow-up calls, including callbacks, appointment confirmations, and referral status updates.
• Complete pre-assessment documentation accurately andsame-dayinEHR, including demographics, referral source, insurance information, and any clinical flags noted duringinitialcontact.
• Manage therapy matching outreach per the CC- protocol, including IRL review blocks, first and second-attempt outreach, and scheduling for patients selecting the “H” option.
• Handleneuropsychtesting outreach and scheduling in coordination with theneuropsychtesting team.
• Manage TMS scheduling and coordination following Intake Coordinator clinical clearance.
• Manage Esketaminescheduling and coordination following Intake Coordinator clinical clearance.
• Coordinate program orientation scheduling and admission logistics for admitted patients per Intake Coordinator direction.
• Apply defined escalation protocolsimmediatelyfor any safety concern, clinical urgency, insurance question beyond Rep scope, or level-of-care question. Never provide clinical recommendations.
• Escalate anyindicationof self-harm, suicidal ideation, or immediate safety risk to clinical staff without delay, consistent with Clarity Clinic's crisis escalation protocol.
• Document every escalation inEHRsame-day: what was said, who was notified, and the outcome.
• Adhere to HIPAA, the Illinois Mental Health and Developmental Disabilities Confidentiality Act (MHDDCA), and all applicable Clarity Clinic privacy and confidentiality policies.
• Maintain documentation practices that support audit readiness for Joint Commission Behavioral Health Care and Human Services (BHCS) review.
• Participate inintaketeam meetings, trainings, and quality improvement activities.
• Perform other duties as assigned by the Director, Intake.

• High School…