Intake Coordinator I

PURPOSE STATEMENT:

The Intake Coordinator is responsible for facilitating the delivery of an incoming referral of a child/adult to appropriate facilities. The IC assists in ensuring a quick disposition from the reviewing facilities and when appropriate aids in the evaluation of a facility for admission. Utilizes a referral database to track the progress of the referral throughout the process, and provides timely updates to the Resource Coordinators and/or referral sources regarding progress toward admission. This position works as a liaison for both the facility and the Resource Coordinator to adequately relay pertinent information to all parties involved.

ESSENTIAL FUNCTIONS:

• Responds immediately to service and referral inquiries coming into the Referral Coordination Center.

• Evaluates referral packets and disseminates to appropriate facilities based on clinical and contractual parameters.

• Monitors the timely disposition from the facilities and assists in the targeting of a facility for admission.

• Tracks admissions and referral status in referral database and generates team reports as needed.

• Provides updates to the Resource Coordinators/referral sources and facility staff on the status of referrals toward admission.

• Serves as a liaison for both the facilities and Resource Coordinators to relay patient information.

• Establishes and maintains positive relationships with referral sources, families, facility staff, and fellow team members.

• Communicates with inquiry sources to ascertain client needs and explain the scope of options for each potential client.

• Provides exceptional customer service by responding to client requests and building rapport with new referral sources.

• Able to manage many projects and is flexible when the workload increases. Works independently with the ability to plan and schedule daily activities and consistently achieve individual and team goals.

• Uses appropriate channels to report concerns and complaints in a timely fashion.

• Responsible for observing and monitoring team goals daily and informing management when team goals are at risk of not being realized.

• Participates in weekly team conference calls to review and discuss team referrals.

• Performs data entry functions in a supporting role to Data Entry Specialist.

OTHER FUNCTIONS:

• Perform other duties as assigned.

STANDARD EXPECTATIONS:

• Complies with organizational policies, procedures, performance improvement initiatives and follows organizational and industry policies regarding confidentiality.
• Communicates clearly and effectively to person(s) receiving services and their family members, referral sources and other members of the health care team.
• Develops constructive and cooperative working relationships with others and maintains them over time.
• Encourages and builds mutual trust, respect and cooperation among team members.
• Maintains regular and predictable attendance.

EDUCATION/EXPERIENCE/SKILL REQUIREMENTS:

• Bachelor’s degree or some college coursework preferred.
• 6 months to 1 year of experience in a data specialist role.
• Strong customer service background is required.
• Healthcare or Case Management background in behavioral or mental health field is preferred.
• Demonstrates the ability to function independently and possess strong decision-making skills.

• Knowledge of regulatory standards and compliance requirements as it relates to the referral and placement process.
• Advanced computer skills including Microsoft Office; especially Word, Excel, and PowerPoint.
• Knowledge of office administration procedures with the ability to operate most standard office equipment.
• Ability to work professionally with sensitive, proprietary data & information while maintaining confidentiality.
• Excellent interpersonal skills including the ability to interact effectively and professionally with individuals at all levels; both internal and external.
• Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level.
• Self-motivated with strong organizational skills and superior attention to detail.
• Must be able to manage multiple tasks/projects simultaneously within inflexible time frames. Ability to adapt to frequent priority changes.
• Capable of working within established policies, procedures and practices prescribed by the organization.
• English sufficient to provide and receive instructions/directions.

LICENSES/DESIGNATIONS/CERTIFICATIONS:

• Not Applicable

SUPERVISORY REQUIREMENTS:

While this job description is intended to be an accurate reflection of the requirements of the job, management reserves the right to add or remove duties from particular jobs when circumstances
(e.g. emergencies, changes in workload, rush jobs or technological developments) dictate.