Job Description

Position Overview: Urban Wellness is seeking an Intake Scheduling Coordinator. The Scheduling Coordinator weaves together incoming clients with all of our clinicians to ensure that schedules are filled and maintained and clients get the best possible fit for their care. We see this position as the central hub of our administrative team and the keystone to both clinician success and client happiness. This is a full-time position requiring 30 hours of work per week Monday-Friday.

About Urban Wellness: Here at Urban Wellness, we believe in creating the best atmosphere for our clients and employees and giving back to our community. Our mission is to help members of our communities reconnect with the things that are truly important and thrive, both in their own lives and in their relationships. We strive to make wellness a down to earth practice. Our vision is to eliminate mental health stigma by creating awareness of, appreciation for, and acceptance of mental health self-care.

Our Values: Urban Wellness lives by values that guide who we are as a team and how we present to our communities. We hire staff who bring these values to life.

Creating strong relationships: Building strong, meaningful relationships is a basic need for all of us. We value building relationships within our community and helping our clients do the same. It’s also a hallmark of our business to promote strong, lasting bonds within our team and to work collaboratively both in the office and out in the community.

Serving the community: Part of our mission is to contribute to promoting wellness within the community through community involvement, speaking engagements, and financial contributions. It is our goal to reach more people and provide psychoeducational services to students, teachers + administration, and businesses through regular outreach in the community.

Invest in quality: We’re committed to providing the best atmosphere for our clients and our team. Our commitment is seen in our beautiful workspace for our employees and a comforting space for our clients and in offering the extra touches like coffee + tea stations, fun music, a collaborative environment for our team, and wrap around services for our clients. We promote continued education for our clinicians through quarterly trainings in evidence-based practices so clients can feel safe knowing their therapist is always growing in their skill.

Promoting inclusion: We promote hiring clinicians of varying backgrounds, beliefs, and specialties to better serve the diverse and unique experience of our clients. It’s also important that our office promotes a foundation of diversity, equity, and inclusivity in its culture and practice. We also work to be an actively anti-racist and anti-oppression practice and want individuals who are ready to join us in putting in hard work to examine how we can center ourselves, our company and our community to fight against systemic racism.

Reports to: Director of Client Experience

Duties/Responsibilities:

• Manage intake calls (respond to phone and email inquiries, schedule intake appointments with appropriate therapist or APRN, answer practice -related questions).
• Help Intake team achieve monthly scheduling metrics, including
• Maintaining clinicians caseloads to 50 client minimum
• Fill new hire schedules to ensure caseload of 45 by 120 days
• Coordinate with clinicians on filling and balancing their schedules.
• Provide input to Director of Client Experience regarding clinicians and administration best practices for improving scheduling processes.
• Provide metrics to Director of Client Experience on intake stats.
• Ability to identify areas of potential growth and modify existing processes to better succeed
• Stay highly organized.
• High attention to detail and ability to prioritize various projects independently.
• Passion for working with others (being collaborative) and helping our team members grow and learn.
• Be a problem solver and think ahead to ensure any challenges don’t greatly impact progress or outcomes for clients.
• Ability to set goals and develop achievable timelines to hit them.
• Have a growth mindset
• Other duties may be assigned.

Qualifications and Skills:

• Align with Urban Wellness’ mission, vision, and values.
• Drive to achieve clinician and client satisfaction.
• Previous experience with schedule management (in mental health field preferred)
• Data-driven, able to respond to trends and adjust to meet goals
• Be able to lead and manage client intake and scheduling.
• Must be punctual in reporting to work.
• Be organized and detail oriented.
• Be a team player.
• Be able to work independently on tasks assigned.
• Have strong written and verbal communication skills and strong interpersonal skills.
• Sales experience a plus
• Scheduling experiences a plus

Work Environment and Physical Requirements:

All requirements listed below are subject to possible modification to reasonably

accommodate individuals with disabilities.

• Most work is performed indoors, in a climate-controlled office environment.
• Infrequent work outdoors on duties as assigned may be required.
• After successful training, work may be performed remotely part-time via telehealth systems/platforms.
• Work near others, usually within a few feet.
• Maintain compliance with safety and health guidelines to prevent the spread of communicable diseases when working in close proximity (6 feet or less apart) with others, such as wearing a face covering/mask.
• Employees in this job are regularly required to sit for extended periods of time.
• Employees in this position are required to stand, walk, bend, stoop, grasp, reach with hands or arms.
• Regularly lift 10 lbs.
• Work a set schedule of 30 hours per week Mon-Fri
• In office up to two days, including Tuesdays at Edison Park
• Candidates and/or employees should notify the hiring manager in consideration of any potential accommodation(s) to perform any of the essential duties and responsibilities of this position.

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This position is not right for you if you’re:

• Someone just looking for a job to clock in and out of.
• Someone who doesn’t feel passion for our mission, vision and values.
• Someone who’s not a team player or prefer not to work collaboratively.
• Someone who doesn’t like to learn and grow
• Someone who wants to own their own business in the near future. If that’s you, awesome! But we’re not the place for you. We dedicate a lot of time to our teams, and provide the flexibility, autonomy and space to allow each member of our team to get creative in their role. The ideal person is invested in time and energy in Urban Wellness.
• Someone who doesn’t like to hop in and help others get their work done - we highly value teamwork.

This position perfect for you if you’re:

• Aligned with Urban Wellness’ mission, vision, and values.
• Energized by and invested in helping others on a team and contributing to the growth of Urban Wellness.
• Social justice oriented and practice anti-racism work.
• Creative, engaged in doing good work, and excited by furthering our mission to making wellness a down-to-earth practice.
• Able to take direct and constructive feedback and run with it.
• Love to solve puzzles and are proactive in identifying & solving problems
• Able to come from a viewpoint of compassion when communicating with others
• Are confident, while also willing to adapt and learn
• Enjoys creating, assessing and fixing systems

Additional information:

• Minimum of Tuesday and 1 additional day in the office (Edison Park)
• Salaried position
• Medical, vision, and dental benefits
• Paid Time off

Job Type: Full-time

Pay: $40,000.00 - $42,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• On-the-job training
• Paid sick time
• Paid time off
• Vision insurance
• Work from home

Healthcare setting:

• Private practice

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Chicago, IL 60631: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)
• Scheduling: 1 year (Preferred)

Work Location: Hybrid remote in Chicago, IL 60631

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