Benefits:
401(k)
Health insurance
Paid time off
Competitive salary
Dental insurance
Training & development
Vision insurance
Intake Coordinator
Harlem Family Services (HFS) – Harlem, NY Full-Time • 35 hours/week • In-Person
Harlem Family Services (HFS) is a non-profit, NYS-licensed Article 31 community mental health clinic providing high-quality, culturally responsive psychotherapy to children, adults, and families. We are a mission-driven team committed to compassion, flexibility, creativity, and community-centered care.
The Intake Coordinator ensures smooth, efficient, and client-centered entry into services. This role requires strong organizational skills, excellent communication, and experience in mental health settings.
Key Responsibilities
Receive new referrals, verify insurance eligibility, and schedule in-person intake assessments
Facilitate walk-in appointments using the Same-Day-‑Day‑Access protocol
Prioritize high-risk referrals and consult with the office manager/clinic director as needed
Ensure Pre-Intake Referral forms include complete psychosocial, psychiatric, emergency contact, and email information
Assist the director in assigning referrals to therapists who are building caseloads, considering clinical skill and client risk factors
Maintain an accurate schedule and inventory of intake openings; train therapists to update availability
Track therapist schedules daily for Same-Day-Access availability; monitor access availability; monitor‑Access availability; monitor cancellations and backfill openings
Maintain a safe, organized, HIPAA-compliant workspace, secure PHI daily
Scan and email hospital discharge summaries and referral documents to therapists before intake sessions
Maintain logs of intake assignments, admissions, non-admissions, dropout trends, and referral sources
Communicate updates to the office manager, billing, and front desk staff; identify and troubleshoot barriers to the intake process
Attend weekly supervision with the clinic director and office manager
Collaborate with clinicians, psychiatrists, NPPs, front desk, billing, and office management
Support the billing specialist, front desk, and clinic director with additional tasks as assigned
Demonstrate commitment to social justice, cultural competency, trauma-informed care, and HFS’s DEIB values
Perform other duties as needed
Education & Experience
BA in Psychology or Social Work preferred
2 years of experience in a mental health setting
Proficiency with EPACES, Microsoft Word, Excel, Outlook, SharePoint, and EHR systems
Experience working with individuals with mental illness
Strong organizational skills; ability to work independently and collaboratively
Sensitivity to cultural, religious, racial, disability, and gender issues
Bilingual (English/Spanish or other languages) preferred
Strong written and verbal communication skills; active listening required
Knowledge of OMH Part 599 regulations, OMH Standards of Care, and Article 31 requirements
Ability to manage multiple tasks and interact professionally with staff, clients, and external partners
Physical Requirements & Work Environment
Ability to sit/stand for extended periods
Occasional light lifting or travel as needed
Regular computer and technology use
Office-based work in a community mental health clinic setting
Compensation & Benefits
Competitive salary based on experience-$30 per hour (54,600 annually)
Health, dental, and vision insurance
401(k) retirement plan
Life insurance
Commuter benefits
Paid vacation and sick leave
How to Apply
Submit a resume, and must submit a cover letter to be considered to:
Joanna Fahey, LCSW- Clinic Director
Joanna.fahey@harlemfamilyservices.org
Applications reviewed on a rolling basis
Expected start date April 2026