Therapy Intake Coordinator

Job Description

Job Description

General Description:

The Therapy Services Intake Coordinator serves as the first point of contact for clients, families, referral partners, and community members accessing Nest Therapy Services. This position supports client intake, scheduling, administrative processes, facility coordination, and day-to-day clinical operations while helping maintain a welcoming, organized, and healing-centered environment. The Nest Therapy Services Intake Coordinator works collaboratively with clinical, program, and administrative staff to support quality client care, operational excellence, and the overall success of Nest Therapy Services.

Essentials Duties & Responsibilities:

Client Access & Experience

• Serve as the primary point of contact for clients, families, and community members accessing TRS Clinical Services
• Respond to inquiries and provide information regarding services, referrals, and treatment options.
• Maintain a welcoming, trauma-informed, healing-centered, and culturally responsive front lobby environment and experience for clients
• Intake & Client Navigation Support
• Coordinate client intake, onboarding, and enrollment processes.
• Assist clients with completing intake paperwork, consent forms, releases of information, and required documentation.
• Schedule intake appointments and maintain communications throughout the intake process.
• Conduct appointment reminders, follow-up communications, and engagement outreach.
• Coordinate referral, provider matching, waitlist management, and service navigation.
• Connect clients and families with the communication resources and support services TRS offers.
• Maintain accurate client records while ensuring confidentiality and HIPAA compliance.

Clinical Operations Support

• Support therapist scheduling, room coordination, and appointment management.
• Prepare therapy and group spaces for client services and programming.
• Maintain clinical supply inventory and coordinate supply requests.
• Support client record organization, data entry, and documentation processes.
• Assist with tracking intake, referral, and service utilization data.
• Administrative & Organizational Support
• Maintain accurate records, databases, and administrative documentation.
• Assist with reporting, recordkeeping, and quality improvement efforts.
• Support organizational communications and information distribution.
• Assist leadership with scheduling, meeting coordination, administrative follow-up, and operational projects.
• Support the development and maintenance of systems, forms, workflows, and operational procedures.
• Assist with tracking operational priorities, projects, and follow-up tasks for Nest Clinical Therapy Services.
• Facility & Space Coordination
• Help maintain a welcoming, organized, and functional therapy environment.
• Maintain therapy and shared spaces to ensure they remain safe and client-ready.
• Submit and track work orders, maintenance requests, and facility concerns.
• Coordinate office supply orders and resource inventory.
• Support day-to-day operations that contribute to a positive client and staff experience.

Professional Expectations

• Maintain confidentiality and comply with HIPAA, organizational policies, and professional standards.
• Demonstrate exceptional customer service, communication, and organizational skills.
• Work collaboratively with clinical, program, administrative, and community partners.
• Uphold the values of A'gin(respect), Maatuin (Kinship), and Iyingidi (Responsibility & Safety)
• Support a trauma-informed, healing-centered, and culturally grounded approach to care.
• Perform other duties assigned in support of Basecamp operations and community wellbeing.

Minimum Qualifications

• An Associate's degree in Human Services, Social Work, Psychology, Education, Public Health, Business Administration, Communications, or a related field.
• Minimum of two (2) years of experience in behavioral health, healthcare administration, client services, customer service, administrative support, or a related field.
• Strong interpersonal, organization, and communication skills.
• Ability to maintain confidentiality and professional boundaries.
• Proficiency with Google Workspace, Microsoft Office, and office technology platforms
• Valid New Mexico Driver's License and ability to be insured under Nambe' Pueblo insurance requirements. Driving is required for this position.
• Successful completion of required background checks and drug screening.

Preferred Qualifications

• Bachelor's degree in a related field preferred.
• Experience supporting intake, referrals, scheduling, or client-facing services.
• Knowledge of trauma-informed, healing-centered, and culturally responsive practices.
• Experience with databases, reporting, and program administration.
• Experience working within Pueblo communities, Tribal Nations, or Indigenous-serving organizations preferred.