Intake Coordinator

Job Summary:

The Intake Coordinator will receive initial information from the front desk staff, the internal referral form, and/or a web inquiry notice, they will request and follow-up with the client/patient regarding their records and/or intake forms and insurance information, help facilitate benefits checks, ensure any relevant information is obtained, and ultimately schedule clients for appropriate services. The Intake Coordinator is also responsible for confirming client appointments 24-48 hours in advance and managing the waitlist to ensure efficiency within the intake process.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

• Receive incoming referral information and initiate intake processes within 48 hours of receipt
• Confirm insurance information to billing to ensure benefits coverage is checked and documented appropriately and in advance of all appointments
• Verify provider availability for scheduling and consider any patient-specific information when determining schedule options
• Schedule patients for intake appointments based on provider availability and patient preferences.
• Confirm appointments with patients 24-48 hours in advance of appointment date
• Ensure Client Advocate is notified of client appointments so they can reach out to conduct financial counseling at least 72 hours prior to their scheduled appointment.
• As applicable, manage patient waitlists to ensure that any canceled or open appointment times are scheduled accordingly; strive to backfill any appointments that are canceled and/or no-shows
• Communicate regularly with colleagues, front desk, providers, patients, etc to ensure an efficient and smooth intake and scheduling process
• Maintain and utilize an up-to-date provider availability schedule
• Maintain an up-to-date list of area providers that can be used for referring patients out as applicable
• Ensure that the assigned provider is in-network with the client's insurance.
• Attend monthly department meetings and annual trainings
• Respond to voicemails each morning and notify respective manager of employee absences and client absences or changes to client schedules
• Ensure completion of Client Satisfaction Surveys each quarter

Required Skills/Abilities:

• Extensive and effective communication skills
• Ability to multi-task and work in an organized, efficient and timely manner
• Exceptional time management and efficiency in completing tasks
• Ability to work collaboratively as part of a team
• Computer and technology competency; Google Workspace, Adobe, Docusign, tablets, printers, scanners, basic troubleshoot of technology devices
• Management of client and employee files in KASA and other necessary software
• Work from 8:00 am - 4:30 pm Monday-Friday in the clinic location assigned for the region.
• Portray a positive, supportive attitude to potential clients, current client families, employees and community members
• Strong professional and ethical business representation and performance
• Goal oriented to ongoing professional growth
• Knowledge and/or frequent referencing of Policies & Procedures related to employees and clients
• Well-developed verbal and written skills
• Positive relationship building skills
• Ability to identify needs of prospective clients and communicate to Intake Coordinator Team Lead.
• Ability to problem-solve to reach solutions/resolutions
• Attention to detail in documentation and processes
• Reliable transportation as driving may be required between clinic locations
• Represent the agency positively and professionally in all environments

Education and Experience:

• Experience working within mental or behavioral health preferred
• High school diploma or equivalent required
• Prior experience as an intake coordinator or scheduler highly preferred

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Please a personal email to set up an interview?

Ability to Relocate:

• Dubuque, IA: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $18