Client Intake Specialist - Psychology Practice (Remote)
Company Overview
The Psychology Hub is a Queensland-based psychology and allied health practice providing in-clinic and online support for babies, children, adolescents, adults and families. The practice supports clients across a wide range of needs, including assessments, therapy, mental health support, neurodiversity, developmental concerns and family wellbeing.With a warm, professional and evidence-informed approach, The Psychology Hub helps clients understand their options and connect with the right practitioner for their circumstances.
About the Role
The Client Intake Specialist will be responsible for following up warm enquiries from prospective clients and families who have contacted The Psychology Hub about making a booking. This is a specialised healthcare intake role that requires exceptional spoken and written English, a warm phone manner, strong judgement and the ability to build trust quickly with people from different backgrounds and locations.
The role will help reduce the enquiry backlog, improve response times and support the practice by ethically converting suitable warm enquiries into booked appointments through excellent rapport-building, responsiveness, follow-up and client matching.The successful person will be confident making outbound calls, comfortable conducting 10-minute discovery conversations, and disciplined about working within approved scripts, resources and ethical boundaries. They must never offer clinical advice, guarantee outcomes, make fee exceptions or pressure a client to book.
We are seeking someone who is naturally conversational, highly personable and confident leading phone conversations. The successful candidate will be comfortable guiding prospective clients through the booking process, helping them identify appropriate services and practitioners, and appropriately asking for commitment to next steps while maintaining a warm, ethical and client-centered approach.
This role is being recruited by Clarke Point(www.clarkepoint.com), a premier Singapore-based agency dedicated to delivering global recruitment and staffing solutions, and is for a long-term, full-time Independent Contractor.
What You’ll Be Doing- Confidently guide suitable prospective clients through the booking process
- Support enquiry-to-booking conversion through excellent responsiveness, follow-up and practitioner matching
- Handle questions, concerns and hesitations professionally while maintaining a supportive and ethical approach
- Call warm enquiries who have requested information or booking support
- Conduct 10-minute discovery calls with prospective clients and families
- Build rapport with people of different backgrounds and communication styles
- Explain approved information about services, practitioners, fees and booking pathways
- Match enquiries with suitable practitioners using practice resources and guidelines
- Follow up enquiries professionally across multiple contact attempts where appropriate
- Record call notes, enquiry status and next actions accurately
- Escalate clinical, risk, fee or uncertainty issues to the practice team
- Use approved scripts while adapting naturally to the client conversation
- Support a warm, ethical and non-pushy intake experience
What We’re Looking For
Essential- Experience supporting an Australian healthcare, allied health, medical or psychology practice, or another Australian professional services business. Experience within the Australian healthcare sector will be highly regarded.
- Experience using Australian practice management software such as Halaxy, Zanda, Splose, Best Practice, Cliniko, Nookal or similar healthcare practice management systems.
- Experience working as an Independent Contractor for an Australian, American, British or similar international clients
- Exceptional spoken and written English with a neutral or Australian-style communication approach
- Experience converting warm enquiries into appointments, consultations or bookings
- Confident outbound calling experience, ideally with warm leads or client enquiries, and the ability to guide prospective clients through the booking process
- Strong rapport-building and objection-handling skills while remaining warm, ethical and client-centered
- Ability to build genuine rapport quickly with parents, adults, adolescents and families from diverse backgrounds
- Strong attention to detail when recording notes, booking details and follow-up actions
- Excellent time management and ability to manage a high volume of enquiries
- Highly proactive and responsive approach to enquiry management
- Comfortable making multiple follow-up attempts to prospective clients who have not yet booked
- Ability to prioritize fresh enquiries and take immediate action rather than waiting for scheduled follow-up blocks
- Clear understanding of professional boundaries in a healthcare environment
- Ethical, honest and respectful approach, with no pressure selling or guessing answers
- Reliable internet connection, quiet work environment and professional remote work setup
- Experience using Caalano (https://caalanosystems.com.au/) or CRM
- Experience handling sensitive conversations with clients or families
- Prior experience supporting regional, rural or remote Australian clients
Remote Work Setup Requirements
To ensure a smooth and professional remote working experience, candidates must have the following:
- A reliable computer or laptop
- Stable internet connection
- Quiet, dedicated home workspace suitable for remote work
- Warm: Creates a calm, friendly and reassuring first impression for prospective clients
- Ethical: Communicates honestly, stays within role boundaries and never overpromises
- Organised: Manages follow-ups, call notes and enquiry status with strong attention to detail
- Emotionally intelligent: Listens carefully, adapts tone and handles sensitive enquiries respectfully
- Proactive: Takes ownership of enquiry follow-up without needing constant prompting
- ₱70,000 to ₱90,000 per month (depending on experience)
- Long-term, full-time Independent Contractor role
- Philippines public holidays
- 12 days vacation leave per year
- 6 days sick leave per year
- ₱2,500 monthly health insurance allowance
- Fully remote, Monday to Friday, aligned with Australian business hours (with flexibility)
Psychology Hub is based in Queensland, Australia, thus the work hours will follow Queensland time (AEST, GMT+10) with some flexibility.
Pre-engagement Requirements- Character References
- NBI Clearance (Most Recent)
- Bachelor’s Degree Diploma
- Two Valid Government-issued IDs
- Photo of Your Work Environment
- Hardware Specifications
How to Apply
For your application to be considered, please submit the following:
- Your resume.
- A cover letter (maximum of one page) explaining why you are suitable for this role. Include an overview of how your experience aligns with what we are looking for, as well as your experience working as a full-time independent contractor or in a remote role for international companies. At the top of the cover letter, address it to "ATTENTION: CLARKE" in capital letters.
- Please submit your application only through this JobStreet advertisement. To ensure a fair recruitment process, candidates who contact the client company or Clarke Point directly regarding this role will have their application disqualified.