Intake Coordinator

Intake Coordinator

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.

Compensation and benefits include:

• Pay rate: $25.00 – $30.00 per hour, commensurate with experience
• 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

Key responsibilities include:

• 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 Thera Nest 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 Thera Nest 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 Thera Nest in accordance with agency policy
• Maintain accurate chart status and flag records requiring clinical review or closure
• Intake documentation and compliance
• Ensure all intake documentation is completed accurately and entered into Thera Nest within required time frames
• 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

Qualifications include:

• Required:
• 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 Thera Nest 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 under resourced backgrounds with empathy and professionalism
• Preferred:
• 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

Work environment and expectations include:

• This is a hybrid position based at TMH Behavioral Services in Chicago, IL
• Regular interaction with clients, families, clinicians, and leadership
• Must be able to maintain composure and professionalism in a fast-paced, client-facing environment
• Commitment to TMH's mission of providing high-quality behavioral health services to under resourced communities

Other duties may be assigned as needed to support the operational needs of TMH Behavioral Services.

TMH Behavioral Services is an equal opportunity employer. We are committed to creating an inclusive environment for all employees.