Part-Time Intake Coordinator

Seeking Part-Time Intake Coordinator

Summit Emotional Health is a community mental health organization committed to serving the emotional health needs of the Richmond area while being an invigorating and Team-focused work environment. In addition to a vital Administrative Team, we are composed of a multi-disciplinary Team of Clinicians offering a variety of services, including psychotherapy, psychiatry, testing and assessment, educational and mindfulness consultation. The Intake Coordinator position requires a self-motivated, organized, and friendly professional to serve as the first point of contact to all clients throughout the intake process, from inquiries about the Summit practice to scheduling an initial Intake appointment with one of our providers.  The role of Intake Coordinator places a strong emphasis on client engagement to ensure that all clients experience a high standard of customer service while also maintaining a strong, collaborative relationship with Summit’s clinicians and providers to ensure a high quality service and strong therapeutic “fit” for every client.

Responsibilities include but are not limited to:

  • Handle initial and follow up calls to inquiring clients.
  • Take a brief clinical history and triage the new client to the appropriate clinician.
  • Provide initial scheduling and communications to new clients seeking services and to the Summit Team – via phone, email, or SimplePractice EMR.
  • Communicate and collaborate effectively with the entire Summit Team regarding clinical and office needs.
  • Work directly with our entire Summit Team to ensure client satisfaction, excellent clinical care and problem-solving needs of the organization.
  • Work in conjunction with Team members to respond to client calls and emails in a timely, professional, and empathetic manner.
  • Efficiently communicate with Clinicians and Clients to coordinate appointments, including initial intake appointments, appointment cancellations and appointments reschedules.
  • Ensure HIPAA compliance and ethical standards are met, related to client privacy and confidentiality.
  • Attendance at bi-monthly Administrative Team meetings and full Team meetings.
  • Any and all tasks as deemed necessary by the Clinical Director and/or Office Manager.

Skills Needed:

  • Professionalism, active listening, critical thinking, effective decision-making, excellent organization, and exceptional time management.
  • Strong ability to multi-task, manage multiple priorities, and work in an environment that can be fast- paced.
  • Strong team orientation, but ability to work autonomously and take initiative.
  • Excellent phone skills for incoming and outgoing calls.
  • Consistent, punctual, and reliable adherence to required hours at the office.
  • Exceptional written, verbal and collaborative communication skills.
  • Friendly, positive, energetic attitude as the “face” of the practice.
  • Understanding of HIPAA and privacy/confidentiality forms of communication.
  • Excellent Computer/software skills, including proficiency with the Google Suite (Docs, Drive, Sheets, etc.) and Excel, with the potential for other duties related to MailChimp and website updates. Basic Mac knowledge is helpful.

General Details:

  • Approximately 20-25 hours per week
  • Flexible work schedule based on call volume and new client inquiries
  • Salary Range: $20-22 per hour, commiserate on experience
  • Paid vacation, sick, bereavement leave
  • Seven paid holidays
  • $25 monthly cell phone reimbursement stipend

We expect the Part-Time Intake Coordinator to promote a client-centered, Team-based approach in serving our clients with high quality standards and outcomes across providers. Overall, we are looking for a caring, organized, and effective professional who is willing to be a part of our energetic Team.

To apply: Please send an email with resume to