Careers

Sage Therapy is a values driven therapy practice with a team of clinicians who are motivated to empower, educate and transform the lives of those they work with. We are currently seeking a new Intake Coordinator. If you would like to apply, please read the job description and email your resume and letter of interest to our Talent Strategy Manager, Mara Marin at mara@sagetherapy.com, thanks! 

Job Start: FALL/WINTER 2026

Location: Sage Therapy PLLC, Chicago, IL

About Us

Sage Therapy PLLC  is a thriving mental health private practice dedicated to providing compassionate, high-quality care to our clients. We are committed to fostering a collaborative and supportive environment for both our clients and team members. We are currently seeking a detail-oriented and organized Intake Coordinator to join our team and help ensure seamless Intake operations.

Position Summary

The Intake Coordinator plays a crucial role as the liaison between new clients and clinicians when booking initial appointments. This individual will report directly to our Director of Intake, and will be responsible for managing the pipeline of new client inquiries, answering client questions related to beginning therapy, and facilitating the booking of consultations sessions with Sage clinicians. The ideal candidate is highly organized, proactive, and has excellent communication skills.

Job Type

  • Full Time (35-40 hours/week)

Essential Functions

  • Communicate professionally and compassionately with prospective clients via phone, email, text, and patient portal (TherapyNotes).
  • Conduct intake conversations to assess client needs and connect them with appropriate clinicians based on clinical, logistical, and insurance considerations.
  • Accurately collect and document demographic, insurance, and referral information in the electronic health record (EHR) and CRM.
  • Schedule initial appointments while adhering to clinician availability and practice scheduling guidelines.
  • Maintain confidentiality and comply with HIPAA and all applicable privacy regulations while working remotely.
  • Prioritize and manage multiple inquiries simultaneously while maintaining accuracy and responsiveness.
  • Work independently in a remote environment with minimal supervision while collaborating effectively with the intake team.
  • Use multiple technology platforms (EHR, CRM, phone system, email, messaging platforms) proficiently throughout the workday.
  • Attend required team meetings and trainings via video conferencing.

Key Responsibilities

Client Experience

  • Serve as the first point of contact for prospective clients.
  • Respond promptly to new inquiries according to practice service standards.
  • Provide a warm, welcoming, and knowledgeable introduction to the practice.
  • Answer questions regarding services, specialties, scheduling, insurance, and practice policies.
  • Follow up with prospective clients who have not yet scheduled.

Intake & Scheduling

  • Match clients with clinicians based on presenting concerns, preferences, availability, licensure, and insurance participation.
  • Schedule initial evaluations and ongoing appointments as appropriate.
  • Coordinate waitlists and notify clients of openings.
  • Reschedule or cancel appointments when needed.

Administrative Support

  • Obtain referrals when required.
  • Ensure required intake paperwork is completed prior to appointments.
  • Maintain accurate documentation and update client records.

Collaboration

  • Coordinate with billing regarding insurance issues.
  • Escalate high-risk or clinically urgent situations according to practice protocols.
  • Participate in team meetings and continuous process improvement initiatives.

Quality & Operations

  • Monitor intake pipeline and follow-up tasks.
  • Identify workflow improvements and communicate operational challenges.
  • Maintain accurate records for reporting and quality assurance.

Minimum Qualifications

  • Required: High school diploma or equivalent (Bachelor’s degree preferred in a related field such as Healthcare Administration, Business, or Psychology).
  • Experience: Prior experience in clinical intake, group practice, scheduling, healthcare administration, or a related field strongly preferred.
  • Skills: Spanish Proficiency REQUIRED.
  • Strong attention to detail and ability to manage multiple tasks efficiently.
  • Excellent written and verbal communication skills.
  • Proficiency in scheduling software, electronic health records (EHR), and Microsoft Office Suite.
  • Ability to work both independently and collaboratively in a fast-paced environment.
  • Strong problem-solving skills and ability to adapt to changing needs.
  • Demonstrated track record of consistency and reliability in fulfilling job responsibilities.

Compensation

  • Salary: $23/hour
  • Paid time off/Sick Time Off
  • Employer Retirement Plan w/ Company Match
  • Supportive and collaborative team environment.

Equal Opportunity Employer Statement

Sage Therapy PLLC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other legally protected status. We encourage individuals of all backgrounds to apply.

How to Apply

If you are a detail-oriented and proactive professional looking to contribute to a dynamic mental health practice, we encourage you to apply! Please send your resume and a brief cover letter to our HR team at humanresources@sagetherapy.com with the subject line "Intake Coordinator Application – [Your Name]."

Intake Coordinator