Mental Health Intake Coordinator

About NY Mental Health Center

NY Mental Health Center (NYMHC) is a fast-growing mental health practice providing psychotherapy and psychiatry services to adults across NY, NJ, and PA through telehealth.

Our team includes experienced psychologists, psychiatrists, and therapists who are committed to providing high-quality, compassionate care. Just as importantly, we believe the experience a client has before their first appointment matters. Our intake team plays a major role in making that experience a positive one.

Position Overview

The Mental Health Intake Coordinator is the most important front-line role at NY Mental Health Center.

You will often be the first person a prospective client speaks with when they reach out for help. This is a highly interactive, phone-based position for someone who is comfortable talking to people throughout the day, building rapport quickly, answering questions, following up consistently, and helping prospective clients take the next step toward care.

This is not a traditional back-office healthcare administrative position. Success in this role requires energy, confidence on the phone, organization, and a willingness to proactively reach out to people rather than waiting for them to call back.

Many of our strongest Intake Coordinators have backgrounds in customer service, customer support, patient support, hospitality, telesales, inside sales, call centers, recruiting, or other high-volume client-facing roles.

Mental health or healthcare experience can certainly be helpful, but we are especially interested in people who know how to connect with others, communicate clearly, follow up without hesitation, and create a great customer experience.

What You’ll Do

A large part of your day will be spent communicating directly with prospective and existing clients by phone, text, and email.

Responsibilities include:

• Respond quickly to new client inquiries from phone calls, website inquiries, email, referral partners, and other sources
• Speak with prospective clients throughout the day and help them understand our services and available providers
• Conduct brief 10–15 minute intake consultations to understand what the client is looking for and help determine the appropriate next step
• Help prospective clients feel comfortable moving forward with care
• Schedule psychiatry and therapy appointments
• Make proactive outbound calls to prospective clients who have inquired but have not yet scheduled
• Follow up consistently with people who have not responded or completed the scheduling process
• Re-engage prospective clients who may have initially been unsure about scheduling
• Answer questions regarding providers, scheduling, insurance, telehealth, and the intake process
• Match clients with providers based on clinical needs, preferences, availability, and areas of expertise
• Help clients navigate required intake paperwork, consent
• Follow up to ensure required documentation is completed prior to the first appointment
• Accurately enter and maintain client information in our scheduling, EHR, and billing systems
• Assist with appointment changes, rescheduling, and other client support needs
• Communicate with clinicians and administrative team members to ensure smooth handoffs
• Maintain clear and organized documentation of client communications and follow-up efforts

What Success Looks Like

The strongest people in this role are comfortable taking initiative. If someone reaches out for care and then does not respond, you do not assume they are no longer interested. You follow up. If someone is hesitant about scheduling, you are comfortable having a conversation, answering their questions, and helping them determine whether one of our providers may be a good fit.

If the phone rings, you are comfortable answering it. If…