Intake Coordinator

Arc Partnership

Intake Coordinator facilitating the onboarding of new patients at LynLake Psychotherapy and Wellness. Offering trauma-informed advocacy and managing scheduling logistics.

Posted 7/24/2026full-timeRemote • 🇺🇸 United StatesMid-LevelSenior💰 $24 - $26 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in client intake processes, referral management, and effective communication within behavioral health settings. Proficient in using Electronic Health Record (EHR) systems and Salesforce to maintain accurate documentation and enhance client service delivery.

Highest-signal resume keywords

Client Intake ManagementElectronic Health Record (EHR) SystemsSalesforce ProficiencyBehavioral Health WorkflowsTrauma-Informed Care Principles

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Client AssessmentReferral CoordinationDocumentation ManagementOperational Metrics TrackingAppointment Scheduling

Soft Skills

Effective CommunicationOrganizational SkillsTime ManagementProblem-SolvingCollaboration

Tools & Technologies

Google WorkspaceSalesforceElectronic Health Record (EHR) Systems

Industry Keywords

Behavioral HealthMental HealthTrauma-Informed CareHIPAA ComplianceClient-Centered Communication

About the role

Key responsibilities & impact

Serve as the primary point of contact for prospective clients, providing a timely, compassionate, and professional intake experience from initial inquiry through successful onboarding.
Answer incoming phone calls during designated business hours (8:00 AM–4:00 PM or 9:00 AM–5:00 PM), maintain a minimum 90% incoming call answer rate, and ensure all phone, email, web, and internal referral inquiries receive a response by the following business day.
Manage the full intake and referral process by assessing client needs, coordinating appointments, organizing and monitoring live waitlists and internal referrals, facilitating appropriate provider matching based on specialty, clinical needs, and availability, coordinating therapy and psychiatric services when integrated care is indicated, and supporting clients through complex intake scenarios to ensure a successful therapeutic match.
Partner closely with providers, Clinical Leadership, Operations, and the Business Development Representative to support provider caseload growth, communicate referral requirements, facilitate seamless transitions of care, coordinate onboarding for new clients, and provide updates on provider availability, specialties, and clinical appropriateness.
Maintain accurate, timely, and organized documentation within Salesforce and other organizational systems, including referral tracking, provider caseload availability, specialty and educational background, intake workflows, waitlists, and operational metrics.
Maintain current onboarding materials, referral protocols, resource libraries, procedural guides, and other organizational documentation to ensure information remains accurate and accessible.
Provide onboarding and ongoing education to LynLake staff and providers regarding intake policies, procedures, referral workflows, and organizational expectations.
Serve as a resource for clinicians while maintaining professional boundaries and ensuring consistent adherence to established organizational protocols.
Support operational excellence by monitoring intake workflows, identifying opportunities to improve efficiency and the client experience, collaborating across departments to ensure frictionless onboarding, and maintaining compliance with organizational policies and procedures.
Perform other duties and special projects as assigned.

Requirements

What you’ll need

Bachelor's degree in psychology, Social Work, Behavioral Health, or a related field preferred, in lieu of education; experience working in a behavioral health or mental health setting may be considered.
Demonstrated commitment to delivering exceptional client service with the ability to build rapport and communicate effectively with clients, providers, referral sources, and internal teams.
Strong organizational, time management, and multitasking skills with exceptional attention to detail and the ability to effectively prioritize competing responsibilities.
Excellent verbal and written communication skills with a professional, compassionate, and engaging demeanor.
Experience using Electronic Health Record (EHR) systems; proficiency with Google Workspace and Salesforce or other CRM platforms preferred.
Working knowledge of mental health terminology, insurance processes, and behavioral health workflows preferred.
Understanding of trauma-informed care principles and a commitment to using inclusive, affirming, and client-centered communication.
Ability to maintain strict confidentiality, exercise sound judgment, and ensure compliance with HIPAA and organizational policies.
Highly self-motivated, adaptable, and collaborative with the ability to thrive in a fast-paced, growing organization and adjust to evolving workflows.
Strong critical thinking and problem-solving skills with the ability to navigate complex situations, identify solutions, and know when to escalate concerns appropriately.

Benefits

Comp & perks

401(k) retirement plan with employer match up to 4%
Comprehensive medical, dental, and vision insurance for employees and eligible dependents
HSA (with employer contribution) and FSA options to help manage healthcare and dependent care expenses
Employer-paid life insurance and AD&D coverage
Employee Assistance Program (EAP) with confidential mental health and life support resources
Generous paid time off and additional paid holidays