Intake Coordinator

Apply Job Type Full-time Description Intake Coordinator Location: This is a remote position Compensation: $24- $26/hour; paid bi-weekly Employment Type: W2, Full-Time, Non-Exempt Schedule: Monday-Friday; 8:00 AM-4:00 PM or 9:00 AM-5:00 PM We are looking for a motivated and organized Intake Coordinator to be the first point of contact for new patients and facilitate their journey into our care. Job Summary The Intake Coordinator offers trauma-informed advocacy for individuals requesting care at LynLake. This position prioritizes the intentional alignment of providers with individual client needs, oversees the Centralized Scheduling Pilot’s administrative logistics, and maintains comprehensive ownership over the end-to-end intake journey for all service lines at LynLake. By coordinating directly with clinicians and new clients, this position ensures a streamlined path to services from the first point of contact. Furthermore, the Intake Coordinator collaborates with the clinical team and LynLake leadership to facilitate the achievement of daily operations and long-term organizational objectives. Intake Coordinator Responsibilities 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. Compensation and Benefits Compensation: $24- $26 per hour; paid bi-weekly 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 Requirements Intake Coordinator Qualifications 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. About LynLake Centers for Wellbeing LynLake Centers for WellBeing is an established, integrative group mental health and wellness practice serving the Twin Cities, MN. With more than 240 interdisciplinary clinicians and staff, we are committed to delivering high-quality, collaborative care while creating a supportive and sustainable work environment for clinicians. Our practice is guided by core values of creativity, integrity, and inclusivity, and we offer services across multiple locations with in-person, remote, and hybrid options available. Clinicians at LynLake benefit from a well-established group practice with strong insurance contracts, integrated in-house referrals, and coordinated interdisciplinary care. We value autonomy alongside accountability and provide trauma-informed practice support, business development resources, and ongoing opportunities for clinical consultation and professional growth. As we continue to grow, we welcome licensed therapists who value collaboration, flexibility, and meaningful clinical work. LynLake Centers for Wellbeing is committed to fostering a diverse, equitable, and inclusive workplace where all individuals feel valued, respected, and supported. We believe diversity of backgrounds, experiences, and perspectives strengthens our teams and enhances the care we provide to the communities we serve. LynLake Centers for Wellbeing is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law. LynLake Centers for Wellbeing is also committed to providing reasonable accommodations to qualified individuals with disabilities throughout the recruitment process. Accommodation requests may be submitted to [email protected] . Salary Description $24- $26 per hour