Intake Coordinator

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; Associate's or Bachelor's degree in Human Services, Healthcare Administration, or a related field preferred
• Minimum 1–2 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 TMH's 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