Intake Coordinator

Intake CoordinatorThe 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 experienceMonthly healthcare stipend of $300.00 to support medical, dental, or vision coveragePaid time off (PTO) and vacation timeSupportive, mission-driven work environment committed to behavioral health equityKey responsibilities include:Client intake coordinationServe as the primary point of contact for all incoming client inquiries via phone, email, and referralConduct thorough intake screenings and collect initial client information in accordance with agency standardsSchedule clients for IM+CANS (Illinois Medicaid Child and Adolescent Needs and Strengths) assessmentsImport and organize intake documents accurately within TheraNest EHRCommunicate intake status and relevant client information to clinical staff in a timely mannerScheduling coordinationMaintain and monitor clinician availability schedules on an ongoing basisCoordinate and confirm scheduling between incoming clients and assigned cliniciansUpdate clinician availability in TheraNest on a weekly basis or as changes occurProactively identify and resolve scheduling conflicts to minimize disruption to client careClient flow monitoringTrack client movement through each stage of the intake and assessment processFollow up on outstanding intake steps to ensure timely progression to service deliveryIdentify and close inactive client records within TheraNest in accordance with agency policyMaintain accurate chart status and flag records requiring clinical review or closureIntake documentation and complianceEnsure all intake documentation is completed accurately and entered into TheraNest within required timeframesVerify completeness of required forms, consents, and screening tools prior to clinician assignmentMaintain confidentiality of all client information in compliance with HIPAA and agency policiesSupport audit readiness by keeping records organized and up to dateQualifications include:Required:High school diploma or GED required; associate's or bachelor's degree in human services, healthcare administration, or a related field preferredMinimum 1–2 years of experience in a healthcare, behavioral health, or social services administrative roleProficiency with EHR systems; experience with TheraNest is a strong plusExcellent verbal and written communication skillsStrong organizational skills and the ability to manage multiple priorities simultaneouslyDemonstrated ability to engage with clients and families from diverse and underresourced backgrounds with empathy and professionalismPreferred:Experience with Medicaid billing workflows and/or knowledge of IM+CANS assessment processesFamiliarity with behavioral health terminology and community mental health settingsBilingual (English/Spanish) a plusWork environment and expectations include:This is a hybrid position based at TMH Behavioral Services in Chicago, ILRegular interaction with clients, families, clinicians, and leadershipMust be able to maintain composure and professionalism in a fast-paced, client-facing environmentCommitment to TMH's mission of providing high-quality behavioral health services to underresourced communitiesOther 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.