The Centre for Psychology and Emotional Health is a well-established practice in downtown Toronto, located at Bay and Bloor. We provide evidence-based therapies: such as Emotion-Focused Therapy (EFT); Cognitive Behavioral Therapy (CBT); Dialectical Behavior Therapy (DBT); and Mindfulness Based approaches. We value psychotherapy integration, diversity, and a warm, collaborative, educational environment that facilitates learning from each other’s unique strengths and perspectives.
This is a full-time remote Intake Coordinator position. We are looking for someone who can make a long-term commitment to this position. This ideal candidate has a minimum of one-year experience in office administration and intake experience and ideally a background or interest in the mental health field. In addition, they should have experience customer facing and dealing with client issues. The Intake Coordinator is responsible for responding to inquiries and referral efficiently and providing information in a professional manner ensuring client satisfaction at all points of contact. This role will require you to complete intakes and manage referrals, provide administrative support to our team of therapists, and ensure required documentation for new referrals are completed.
Within a psychology clinic, one may need to interact with clients who are emotionally distressed at time. The ability to remain professional under pressure as well as being able to communicate well with clients to address their concerns is essential to being successful in this role.
This role includes but is not limited to:
· Completing phone intakes with new clients
· Cold calling and emailing new clients to complete and schedule intakes
· Completing matching for new referrals
· Managing intake schedules for volunteer support staff
· Waitlist and caseload management for 35+ therapists
· Maintain internal data systems (Intake Log/Notion/Referral Resources)
· Booking new clients into Jane Software
· Creating client profiles on Jane Software (uploading required documentation)
· Providing referral resources when applicable
· Onboarding new volunteer staff
· Monitoring incoming inquiries on Chatbot system, and Google Ads Tracking
· Supporting as needed with content creation for landing pages on the website
· Supporting Clinical Care Coordinator and administrative staff with additional tasks as needed.
Work Location: Remote with occasional in-person coverage
Suggested Schedule: Monday to Friday | 8.5 hours | 12pm-8:30pm
Our clinic needs evening support, but we are open to negotiating hours.
Qualifications required:
· Bachelor’s or College Degree in office administration, Psychology, Social Work or other relevant field in mental health or comparable work experience.
· A minimum of one-year work experience in customer service or intake support.
Skills required:
· Excellent organizational skills and ability to manage competing priorities effectively.
· English fluency: must have advanced level proficiency in both written and verbal English.
· Proficient computer literacy skills and experience using Microsoft Office 365 programs, scheduling software and ability to troubleshoot and learn new programs quickly.
· Strong interpersonal communication skills and ability to maintain composure when engaging in difficult conversations.
· Ability to interact professionally and respectfully with clients and Associates of different ages and cultural backgrounds.
· A genuine interest in psychology, counseling, social work, or healthcare is an asset.
· Attention to detail and a high level of discretion and sensitivity when handling confidential information.
· Experience in customer service and/or a high-pressure, multitasking, competing deadlines environment.
· Warm presence, positive attitude, and ability to communicate well with team members and clients. A commitment and dedication to engaging with a team of Associates.
For further information about our practice please visit us at www.cpeh.ca
Interested candidates can forward a copy of a cover letter and resume to Katie Parker at: [email protected]. Please review our Clinic’s website and in your cover letter, please say something that we do at the Clinic and explain why you would be the right person for this position. Only applicants that submit both a cover letter and resume will be considered.
Job Type: Full-time
Expected hours: 40 per week
Schedule:
Application question(s):
- Did you submit a cover letter along with your application?
Work Location: Hybrid remote in Toronto, ON M5R 2A5
