Remote Intake Coordinator - Consultative Sales

Peaceful Psychotherapy is a growing remote private therapy practice providing therapy to adults in New York State. We are completely remote, deeply committed to our clients, and building a team that reflects those values from the very first phone call. See our careers page to learn more about our culture! Our Values Commitment to Mastery — we aim continuous learning and meaningful improvement Authentic Workplace Care — We treat one another with genuine kindness, respect, and care. Feedback-Driven — we use data, feedback, and performance metrics to guide decisions and improve outcomes About the Role We are looking for someone with an unusual combination of warmth and drive! You should be naturally compassionate, emotionally perceptive, and excellent at helping people feel comfortable—while also being ambitious, persistent, and motivated by measurable results. We are also looking for someone with strong learning agility and operational sharpness. Our intake process has a meaningful learning curve and involves multiple pipeline stages, follow-up rules, scheduling considerations, insurance workflows, and CRM procedures. You do not need to know our systems coming in, but you should be someone who picks up new workflows quickly, enjoys understanding how a process works, and is not intimidated by learning a detailed system. This is not a passive administrative position. You will actively follow up with prospective clients, respond quickly to new inquiries, address hesitation and objections, manage pipeline stages, and help people move forward with scheduling therapy. At the same time, this is not a high-pressure sales role. Our clients may be vulnerable or uncertain, so patience, gentleness, and sound judgment are essential. We do not use pressure tactics or hard closes; success means helping people make an informed decision that is genuinely right for them. You Might Be a Great Fit If... You learn new systems and multi-step workflows quickly and enjoy mastering how they work You are a people person with a positive friendly demeanor When faced with a detailed or unfamiliar process, you tend to get curious and organized rather than overwhelmed You naturally take the lead in conversations without being pushy You stay calm and grounded when someone is emotional or uncertain You know how to listen deeply and then move things forward You're confident guiding a conversation to a clear next step - without pressure Your background likely includes: A client-facing or sales role where you learned to build trust fast (hospitality, healthcare, wellness, or mental health preferred) Comfort discussing sensitive topics with care and professionalism Experience with pipeline management (preferred but not required) Experience with CRM tools and telehealth platforms (preferred but not required) Experience working within a structured, multi-step process—such as a CRM, sales pipeline, patient intake process, scheduling system, or customer-success workflow (preferred but not required) What You'll Do Client Intake & Scheduling Answer all incoming calls and respond to new leads within the first 3 minutes of lead appearing in the CRM Handle inbound calls and messages from prospective clients, serving as their first point of contact with the practice Conduct warm, structured intake calls that make clients feel heard Guide clients through our full intake flow: discovery, future-pacing, clinician matching, scheduling, insurance check, and close Match clients to the right clinician based on their presenting concern, personality fit, and schedule availability Convert qualified leads into booked appointments with confidence and care Handle objections around price, timing, and insurance with empathy — and move the conversation forward CRM Management & Follow-Up Update CRM lead status immediately after every client interaction — no batching at end of day Follow up on all open leads until a clear outcome is reached — booked, declined, or referred Work closely with the admin team to ensure insurance verification is completed accurately and on time Dedication to Growth & Innovation Actively participate in regular intake meetings and coaching calls Be open to feedback and committed to continuously improving your craft Proactively flag challenges, patterns, or bottlenecks you notice in the intake process — your insights help the whole practice improve Compensation & Incentive Structure Base Pay $36,000 Total Pay $40,000 - $65,000 Commission Structure Session Booked $4 3 Sessions Completed $4 Other bonuses for referrals and acquiring reviews We plan to work up to 200 Bookings a month or more #J-18808-Ljbffr Peaceful Psychotherapy