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Intake Coordinator
Overview
Intake & Practice Manager
We are seeking an Intake & Practice Manager. We are an out-of-network private practice dedicated to serving children and families, specializing in play therapy, adolescent and adult treatment, parenting support, and couples/family therapy.
This role is a key member of our administrative team, responsible for ensuring smooth daily operations, exceptional client service, and effective coordination among therapists, clients, and referral sources. The Intake & Practice Manager oversees intake processes, scheduling, communication, documentation compliance, and coordination with our Psychiatric Nurse Practitioner.
The ideal candidate is highly organized, warm, responsive, and able to manage multiple priorities in a fast-paced mental-health environment.
Email to apply
Primary Responsibilities
Answer phones live whenever possible to support families seeking services and respond with a welcoming and compassionate tone.
Return phone calls and messages promptly (goal: within 24 business hours).
Monitor and respond to emails from clients, therapists, and community partners.
Manage scheduling for clinicians and clients through an Electronic Health Record, Ensora, appointment system.
Send appointment confirmations, reminders, cancellations, and rescheduling notices to clients and therapists.
Support intakes including screening calls, gathering initial information, and assisting families through the onboarding process.
Coordinate care communication among therapists, families, and school or referral partners as needed.