Intake Coordinator

Description

Mission: We believe in creating the best life for everyone! 

Purpose: The intake coordinator is vital in creating the best life for everyone by introducing Believe Therapies’ services to referred clients and converting him/her into a new client evaluation.   

Valuable Final Product: High volume of client referrals turned into new clients.

Subproduct: Create highly satisfied clients who complete their established plan of care and refer their family and friends to Believe Therapies by: 

• Caring, empathetic communication with clients/families to ensure clients have a basic understanding of the referral to Believe Therapies and what services Believe Therapies can provide. 
• Continually checking the EMR fax for client referrals while using correct EMR parameters as outlined in the training manual.
• Completing accurate insurance verifications and financial agreements for clients. 
• Competent in explaining the insurance and financial agreements to the clients.
• Completing evaluation reminder communications. 
• Independently following the training manual as outlined. 
• Educating clients about the importance of keeping and arriving on time his/her initial evaluation and rescheduling prior to 24 in advance.  
• Ensuring the internal and external communications of the company flow smoothly and efficiently.
• Ensuring that all comprehensive referral information is obtained timely.
• Ensuring referrals convert into evaluations as quickly and efficiently as possible, tracking through the completion of tasks, workflows and the intake report. 
• Ensuring all client charts are set up with comprehensive and accurate information (e.g., demographic, PCP (Primary Care Physician), referring provider, contacts, case, insurance, and billing) within the EMR system. 
• Ensuring all client authorizations are obtained prior to initial evaluations based on individual insurance requirements.
• Overseeing the setting of new client evaluation appointments efficiently and for maximum production.
• Provide excellent customer service to all clients, including but not limited to professional and courteous greetings and verbal exchanges (phone and in person), assisting clients with all needs as appropriate, or transitioning clients to the appropriate staff member, and portraying the company in a positive manner with appropriate self-presentation and tidy workspace and waiting room/area.  
• Keeping a record of all functions daily in a way that there is an electronic trail for all production (e.g., workflows, tasks, sign-in sheets, EOD (End of Day), communication logs, email, etc.) 
• Keeping track of all personal statistics and productivity and submitting them timely. 
• Receiving positive parent questionnaires upon a yearly assessment 
• Maintaining client confidentiality and following all HIPAA (Health Insurance Portability & Accountability Act) and company policies and procedures  
• Training new team members on job post functions 
• Maintaining safety of clients and staff by following all cleaning policies and procedures  
• Performing other duties as requested

Requirements

Skills, Duties, and Responsibilities: MUST BE BILINGUAL. Must have a high school diploma or equivalent and maintain current vaccinations as required.  Also, must have:  

• A positive outlook on life 
• Confidence and be outgoing 
• Attention to detail 
• The ability to start and foster relationships 
• Be driven to meet goals and targets 
• Excellent attendance record 
• Excellent punctuality 
• Flexibility to adapt quickly to change 
• Good organization skills 
• Ability to enjoy working with our clients and their families 
• Responsibility and professionalism 
• Effective communication skills 
• The ability and enjoy working in a fast-paced environment with others 
• Desire to learn and advance personal and professional skills 
• Tenacity to reach goals 
• The ability to positively pushes the potential of both self and others 
  • Participation in weekly reviews including but not limited to company surveys, annual self-reviews, and peer reviews 
  • The ability to submit correct payroll, PTO (Paid Time Off), or benefit information and track personally and report discrepancies immediately 
• Direct communication with the senior when support is needed 
• The ability to follow policies and procedures outlined by Believe Therapies 
• The ability to participate in any task in line with Believe Therapies’ mission 

The following is preferred but not required: 

• Previous experience with insurance verification  
• Experience with scheduling for multiple providers, medical insurance, and authorization 
• Basic understanding of computers and Microsoft Office applications.   

Schedule: This position is full-time per the individual’s employment contract. Attendance is crucial in this position so all time off and lateness must be worked out beforehand when possible. 

Main Statistics:   Number of new patients seen for an evaluation 

Targets are set and are expected to be met weekly. The expectation is that all statistics will be maintained at the condition of Normal or better.  

Ideal Scene: The intake coordinator is a proactive, positive person. This person is self-confident and is genuinely interested in helping potential clients understand how Believe Therapies can help them. His/her communication skills are so effective that potential clients are scheduled and evaluated for therapy services. He/she is organized and maintains being caught up on his/her workflow in Raintree. He/she manages targets daily to ensure that weekly targets are met or exceeded. He/she is consistently reporting up-statistics in all products and sub-products. He/she can individually problem-solve how to keep a statistic up and how to remedy a down stat. His/her documentation, statistical reporting, and referral relationship are accurate, complete, and timely. He/she feels financially secure and can meet all personal and professional goals. He/she is empathetic, helpful, and highly motivated to maintain a professional demeanor.