Intake Admin — Part-Time (with Growth Path to Full-Time) | Mental Health Practice (US-Based)

Remote | Reports to Director of Client Experience, Shala

(Only applicants who follow the instructions below and include all requested pieces will be shortlisted. We'll be moving forward with complete applications only — thank you for showing care and attention to detail in this process!)

Intake Admin — Part-Time (Growth Path to Full-Time) | Mental Health Practice (US-Based)

**About Us:**

At Empower Family Therapy, we believe in care that's compassionate, culturally attuned, and rooted in relationship. We are a group therapy practice supporting individuals, couples, and families — with offices in Oak Park and Lincoln Park, Chicago, plus telehealth clients in Florida. Behind every great clinical team is an operations backbone that keeps things running smoothly for the people who need us most, and intake is where that care starts.

We're looking for an experienced **Intake Admin** to be the first point of contact for new and prospective clients — the calm, organized, professional presence that makes someone reaching out for help feel taken care of from the very first interaction. Ideally, you're comfortable in TherapyNotes (or can learn quickly), and you understand that intake is more than data entry — it's the first impression of how we care for people.

This role starts **part-time**, with clear opportunity to grow into full-time hours as we build trust and the workload expands. We're not looking for someone to fill a seat — we're looking for a long-term tea ---------- mber who wants to grow with a practice that's scaling.

We're also looking for more than someone who executes the process as handed to them. The ideal person in this role notices where intake is clunky, slow, or error-prone, and doesn't just flag it — they bring us a thought-through way to fix it. If you naturally look at a repetitive task and think "there's a better way to do this," we want to hear from you.

**This is not an entry-level position.** We need someone who has done intake, client service, scheduling, or administrative coordination work before — ideally in a healthcare, therapy, medical, or professional services setting — and who can hit the ground running with minimal hand-holding.

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What You'll Be Doing

- Serve as the first point of contact for new client inquiries via phone, email, and intake forms — responding promptly and professionally
- Guide prospective clients through the intake process, answering initial questions and explaining next steps clearly and warmly
- Enter and maintain accurate client information in TherapyNotes (our practice management system)
- Schedule initial consultations and appointments, coordinating between client availability and clinician schedules
- Follow up on incomplete intake forms, missing paperwork, or outstanding information needed before a client's first session
- Maintain accurate, organized, and confidential client records in accordance with our data handling standards
- Communicate professionally and empathetically with prospective and current clients — many of whom are reaching out during a difficult or vulnerable ---------- nt
- Coordinate with clinicians and office staff to ensure smooth handoffs from intake to active caseload
- Track intake metrics, spot bottlenecks or recurring breakdowns in the intake process, and bring us practical ideas to fix them — not just problems
- Handle general administrative support tasks related to client onboarding as needed

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What We're Looking For

- **Prior experience required** — at least 1–2 years in an intake coordinator, client services, medical/dental front office, scheduling, or similar administrative role. Healthcare or therapy-adjacent experience is a strong plus, but not required.
- Excellent written and spoken English communication skills — you'll be representing our practice directly to clients
- Comfortable and confident on the phone, including making outbound follow-up calls
- Strong attention to detail — intake work is unforgiving of small errors (a misspelled name or wrong date matters)
- Experience with CRM or practice management software; TherapyNotes experience is a strong plus, but comfort learning new systems quickly is essential even if you haven't used it before
- Highly organized, able to manage multiple intakes and follow-ups simultaneously without things falling through the cracks
- A calm, warm, professional communication style — you understand that many people contacting us are stressed, anxious, or in a hard ---------- nt, and you can meet that with patience and steadiness
- Trustworthy and discreet — you will be handling sensitive, confidential client information
- A problem-solver by nature — you notice inefficiencies and think through solutions, rather than just working around them or waiting to be told what to fix
- Reliable internet connection and a quiet, professional home office setup for calls
- **Must be available to work during CST (Central Standard Time) business hours** — this is non-negotiable, as your work is tightly coordinated with our US-based clinical and office team


Compensation

Competitive, based on experience. Please share your expected monthly rate along with your application so we can find the right fit.

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To Apply

Please complete the following tasks to demonstrate your skills. Submit your responses in a single document (PDF or Word), along with your resume, as one application. Name your file **[Your Full Name] – Intake Admin Job Test**, and title your application/email **"Dele-Taker."**

**1. Intake Scenario** *(Follow-Up & Organization)*
A prospective client fills out our online intake form but leaves out their insurance information and preferred appointment times.
*Instructions:*
- Draft the follow-up email you'd send to get what's missing
- Keep the tone warm, professional, and easy to act on
- Include a clear next step or deadline

**2. Client Communication** *(Tone Under Pressure)*
A prospective client emails asking why no one has called them back yet, sounding frustrated.
*Instructions:*
- Draft your response
- Acknowledge the frustration without being defensive
- Keep it concise and end with a clear next step

**3. Accuracy Check** *(Attention to Detail)*
Review the attached sample intake form and note any missing details, errors, or areas you'd want to double-check or clarify before entering it into our system.
*Instructions:*
- List each issue you find, numbered
- For each one, note what you'd do to resolve it

**4. Process Improvement** *(Problem-Solving & Initiative)*
Think about a typical intake process: a prospective client fills out a form, someone reviews it, follows up on anything missing, and schedules the first appointment.
*Instructions:*
- Identify one place in that process where things commonly go wrong or slow down
- Propose one specific, practical way you'd fix or improve it
- Keep it to a few sentences — we want to see how you think, not a full proposal

**5. Availability & Rate**
- State your availability in CST hours
- State your expected monthly rate

We'll be moving forward with complete applications only — thank you so much for your attention to detail! We're looking to build a long-term working relationship, not fill a short-term gap, and if that's what you're looking for too, we'd love to hear from you.