PRISMA is a boutique psychology practice in Yorkville, downtown Toronto, offering high-quality, science-based, emotionally attuned care. We are seeking a warm, thoughtful, and highly organized Intake Coordinator who can help prospective clients feel welcome and cared for from their very first interaction with us, and who brings a sprinkle of valuable humour to their work.

As one of the first points of contact for prospective clients, you will play an important role in understanding what they are looking for, answering their questions, and helping connect them with the right clinician or service. You will also manage the administrative processes that allow clients to move smoothly from initial inquiry into treatment.

This role requires a distinctive combination of warmth, clinical understanding, sound judgment, responsiveness, and careful attention to detail. It is well suited to someone who genuinely enjoys both connecting with people and managing the administrative work behind an excellent client experience.

Key Responsibilities

Client Intake and Care Navigation

- Conduct 15–30-minute telephone consultations with prospective clients seeking individual or couples therapy.
- Create a warm, professional, and responsive first experience of PRISMA.
- Develop and maintain a strong understanding of PRISMA’s services and each clinician’s specialties, therapeutic style, availability, and areas of focus.
- Recommend appropriate clinician matches while considering client needs, therapeutic fit, and balanced clinician caseloads.
- Conduct structured preliminary screening for specific services and programs, following established protocols and consulting with clinicians when needed.
- Complete preliminary suicide-risk screening and follow PRISMA’s risk-escalation procedures.
- Recognize concerns requiring clinical consultation and respond calmly and appropriately in more complex situations.
- Provide appropriate external referrals and resources when a prospective client’s needs fall outside PRISMA’s services.
- Respond accurately and thoughtfully to questions about PRISMA, its clinicians, its services, and accessing mental health care.





Intake Administration and Practice Support
- Follow up with prospective clients and help reduce barriers to entering treatment.
- Complete preliminary booking, scheduling, and intake-related administrative tasks.
- Maintain accurate, timely, and confidential client records.
- Track inquiries, referral outcomes, and other intake-related information.
- Learn the intake criteria and workflows for new PRISMA programs as they are introduced.
- Communicate program information clearly to prospective clients and provide feedback about recurring questions and the client experience.
- Provide administrative coverage as needed to support smooth practice operations.
- Participate in team meetings and consultations relevant to the intake role.

Who We Are Looking For

You may be a graduate student, recent graduate, early-career mental health professional, or experienced intake or practice coordinator with strong knowledge of mental health services. More important than a particular professional title is your ability to combine warmth, judgment, reliability, initiative, exceptional follow-through, and a good sense of humour.

The right person will bring:

- Strong interpersonal and telephone communication skills
- A warm, professional, and client-centred manner
- Sound judgment and sensitivity when discussing complex or emotionally charged concerns
- The ability to draw on available information to respond effectively to clients’ questions and needs in the moment
- The ability to recognize the limits of the role and consult or escalate appropriately
- Familiarity with psychotherapy, mental health services, and common therapeutic approaches
- Strong organizational skills and careful attention to detail




- Comfort moving between sensitive client conversations and detailed administrative tasks
- Excellent written communication
- Reliability, responsiveness, and the ability to work independently
- A strong ethical foundation and commitment to confidentiality and privacy
- Comfort learning and using digital systems; experience with Google Workspace, Jane App, and CRM or project-management platforms is an asset
- A genuine interest in contributing to PRISMA over the longer term
- A good sense of humour and an appreciation for working collaboratively with a close-knit team

Experience conducting structured mental health intake or preliminary risk screening is an asset. Training and clinical guidance will be provided for PRISMA-specific intake, screening, and escalation procedures.

About the Position

- Part-time, ongoing contract position
- Primarily remote, with office space available in Yorkville when needed
- Minimum commitment of 10 hours per week, including participation in designated team meetings
- Some evening and/or weekend hours are required
- Potential for additional hours as the practice grows
- Compensation: $25/hour

How to Apply

If this sounds like the right fit for you, we would love to hear from you.

- Review our website at: prismapractice.com
- Send us your resumé and a thoughtful cover letter explaining what draws you to PRISMA, why this role suits you, and why you are interested in making an ongoing contribution to our team.
- Email your application to [email protected].

Only applications submitted by email with a cover letter will be considered.

We are committed to equity, diversity, inclusion, and accessibility in our clinic. We welcome applications from candidates of all backgrounds, including, but not limited to, Indigenous Peoples, racialized persons, persons with disabilities, members of 2SLGBTQIA communities, and people with diverse lived experiences.

If you require accommodation at any stage of the recruitment process, please let us know, and we will work with you to meet your needs.

Pay: $25.00 per hour

Work Location: Remote

📌 Intake Coordinator (Canada)
🏢 Prisma
📍 Canada