Intake Access Coordinator

Clarity Clinic is an interdisciplinary private practice bringing together Psychiatrists, Advanced Practice Providers, Psychologists, and Therapists. Our mission is to guide the whole person toward clarity and mental wellness through exceptional, holistic care. We offer a broad range of specialties and treatment approaches — including medication management, psychological assessment, and psychotherapy — to support people wherever they are in life. Through this multidisciplinary model, we're redefining what accessible, comprehensive mental health care looks like.

• →Answer and triage incoming calls, emails, and web inquiries with professionalism, compassion, and urgency. 

• →Gather required pre-assessment information from prospective clients and referral sources. 

• →Provide patients with a general cost estimate prior to scheduling the intake assessment. 

• →Schedule intake assessments with the Intake Coordinator and confirm logistics with patients. 

• →Conduct pre-assessment follow-up calls, including callbacks, appointment confirmations, and referral status updates. 

• →Complete pre-assessment documentation accurately and same-day in EHR, including demographics, referral source, insurance information, and any clinical flags noted during initial contact. 

• Manage therapy matching outreach per the CC-CTS_IOS protocol, including IRL review blocks, first and second-attempt outreach, and scheduling for patients selecting the “H” option. 

• Handle neuropsych testing outreach and scheduling in coordination with the neuropsych testing team. 

• Manage TMS scheduling and coordination following Intake Coordinator clinical clearance. 

• Manage Esketamine scheduling and coordination following Intake Coordinator clinical clearance. 

• Coordinate program orientation scheduling and admission logistics for admitted patients per Intake Coordinator direction. 

• Apply defined escalation protocols immediately for any safety concern, clinical urgency, insurance question beyond Rep scope, or level-of-care question. Never provide clinical recommendations. 

• Escalate any indication of self-harm, suicidal ideation, or immediate safety risk to clinical staff without delay, consistent with Clarity Clinic's crisis escalation protocol. 

• Document every escalation in EHR same-day: what was said, who was notified, and the outcome. 

• Adhere to HIPAA, the Illinois Mental Health and Developmental Disabilities Confidentiality Act (MHDDCA), and all applicable Clarity Clinic privacy and confidentiality policies. 

• Maintain documentation practices that support audit readiness for Joint Commission Behavioral Health Care and Human Services (BHCS) review. 

• Participate in intake team meetings, trainings, and quality improvement activities. 

• Perform other duties as assigned by the Director, Intake. 

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform related duties as assigned by their supervisor. 

We celebrate diversity when it comes to all backgrounds and identities, and we encourage applications from minorities, LGBTQ+ individuals, candidates of all ages, and nontraditional backgrounds. 

Clarity Clinic is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.