Intake Coordinator

Job Description Job Description Salary: $25.00 $30.00 per hour
POSITION SUMMARY

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 & BENEFITS

Pay Rate: $25.00 $30.00 per hour, commensurate with experience
Benefits include:

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

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 TheraNest 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 TheraNest 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 TheraNest in accordance with agency policy
Maintain accurate chart status and flag records requiring clinical review or closure

Intake Documentation & Compliance

Ensure all intake documentation is completed accurately and entered into TheraNest within required timeframes
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

Required:

High school diploma or GED required; Associates or Bachelors degree in Human Services, Healthcare Administration, or a related field preferred
Minimum 12 years of experience in a healthcare, behavioral health, or social services administrative role
Proficiency with EHR systems; experience with TheraNest 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 underresourced 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 & EXPECTATIONS

This is an 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 TMHs mission of providing high-quality behavioral health services to underresourced communities

OTHER DUTIES

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the role. 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 com