Intake Coordinator

About Us

Spotted Rabbit Creative Arts Therapy is a group art therapy practice providing art-based and somatic trauma therapy for LGBTQIA+ and neurodivergent (autism/ADHD) clients. Based in Rochester, New York, we work with youth ages 5+, teens, young adults, adults, and older adults.

We are currently hiring for a Full-Time Intake Coordinator who will serve as the first point of contact for all incoming inquiries and oversee the client onboarding process from start to finish.

This is a communication-heavy position. The right person for this role is outgoing, has excellent communication skills, and deeply enjoys a customer-facing position that involves talking with people all day. Excellent organizational skills and the ability to independently own decision-making and systems are a must.

What You’ll Do:

Client Intake & Communication:

• Serve as the first point of contact for all new client inquiries
• Respond to phone calls, emails, texts, and web forms
• Answer questions about services and assess goodness of fit
• Match clients with therapists and complete onboarding setup
• Document all communication in our EHR system
• Monitor attendance and follow up when needed
• Follow up regarding payments or expired credit cards
• Monitor incoming faxes and request client records

Administrative & Billing:

• Process insurance claims and out-of-network charges
• Create monthly invoices for select clients
• Manage group class registrations
• Maintain accurate tracking systems and workflows
• Outreach & Studio Support
• Prepare materials for networking and tabling events
• Maintain updated in-studio flyers
• Research local networking opportunities
• Represent the studio at community events (1–2/month)

Software Used:

• SimplePractice
• Google Workspace
• QuickBooks Online

You should be comfortable:

• Working across multiple systems
• Copying formulas in Google Sheets
• Using basic math skills for QuickBooks invoicing accuracy

We are looking for someone who:

• Is exceptionally organized and detail-oriented
• Can fully own a role without close supervision
• Enjoys frequent phone calls and written communication
• Does not experience anxiety or burnout from high daily communication volume
• Has excellent spelling, grammar, and professional communication skills (English)
• Balances warmth, empathy, and efficiency with clients; must be able to convey this to callers, and make every step of the process simple and easy for them to complete.
• Can manage multiple priorities independently
• Has strong follow-through and working memory
• Because we are primarily a self-pay practice, this role requires the ability to confidently explain our services, demonstrate what makes Spotted Rabbit unique from other therapy practices and why our approaches are effective.

Preferred Experience:

• Therapy, counseling, healthcare, or human services settings
• Client coordination or intake roles
• Administrative or operations support

Schedule & Work Environment

• 35 hours/week (primarily Monday–Friday, 10am–6pm)
• Hybrid role (majority remote work; weekly periodic in-office presence required for meetings and studio support)
• Evening/weekend tabling events (1–2 per month)

Requirements

• Valid driver’s license
• Access to a reliable vehicle
• Ability to travel between Pittsford, Brighton, and Greece locations, as well as throughout Monroe County for tabling events

Pay & Benefits

• $25–30/hour
• Medical, dental, and vision benefits
• 40 hours NYS sick time
• Approximately 3 weeks PTO

Pay: $25.00 - $30.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance
• Work from home

Application Question(s):

• This position requires most of the time spent on phone calls, monitoring emails and other incoming communications. This role involves consistent daily communication with clients by phone, email, and text throughout most of the workday. Describe your experience managing client communication.
• This position requires tracking multiple clients, deadlines, and administrative details simultaneously. What tools, habits, or systems do you personally use to stay organized?

Work Location: Hybrid remote in Rochester, NY 14618