Intake Coordinator

Job Description

Intake Coordinator Helena House Therapy | Part-Time | Remote

Required hours: 4pm-7pm PST, 5pm-8pm MT, 6-9CST, 7pm-10pm EST Monday-Thursday with additional hours available earlier in the day

About Helena House Therapy

Helena House Therapy is a trauma-focused private practice rooted in compassionate, faith-informed care. Our work is grounded in Catholic values and a sacramental view of human dignity. We believe in accompanying people through suffering with faith, hope, and compassion. We work with individuals navigating trauma, depression, anxiety, perinatal mental health, vocational discernment and life transitions. We're building something intentional here - a practice where both clients and team members feel genuinely supported.

The Role:

We're looking for a warm, organized, and tech-comfortable administrator to support the client facing intake operations of a growing therapy practice. This is a part-time remote position with set weekly hours. You'll be working closely with the administrative assistant and founder to support clinicians in their efforts to serve clients with the best care possible.

What You'll Do:

Handle client communications via email and phone with professionalism and warmth
Complete 15-20 minute consultations with clients via secure video conference
Process payments and follow up on outstanding balances
Maintain accurate clinical files and records in our practice management system
Assist with general administrative tasks to keep the practice organized and running efficiently

You'll Thrive Here If You:

Are deeply organized and think proactively - you spot what needs to happen before being asked
Communicate with warmth and professionalism, especially in sensitive contexts and find client facing roles energizing and lifegiving
Work well independently and manage your time without close supervision
Are comfortable with technology and pick up new tools quickly
Have a personal appreciation for and comfort with faith-integrated, Catholic-informed care
Align with a trauma-sensitive, dignity-centered practice culture
Have experience in a medical, mental health, or client services setting (preferred)
Technical Requirements

Reliable home office setup with stable internet, working camera and professional background
Comfortable with Google Workspace (Gmail, Calendar, Drive)
Experience with or willingness to learn practice management software

Qualifications:
2+ years of administrative or client-facing experience, ideally in a healthcare or mental health setting
Psychology students or graduates warmly welcomed
Strong written and verbal communication skills
To Apply

Please send your resume and a brief note about why this role interests you to admin@helenahousetherapy.com. Learn more about our practice at helenahousetherapy.com.

About the Employer

Helena House Therapy is a faith-integrated, trauma-informed virtual therapy practice serving Catholics navigating life's most painful and complex seasons. We specialize in trauma, depression, anxiety, perinatal mental health, pregnancy loss, scrupulosity, and couples therapy - meeting each person with compassion, clinical excellence, and deep respect for the whole person: mind, body, and soul.
Rooted in Catholic values and a sacramental view of human dignity, we accompany clients toward healing, mercy, and freedom - restoring trust in their own goodness, in others, and in God.

We are building a practice where faith and clinical excellence are not in tension but inseparable - where both clients and clinicians are seen, supported, and valued.