Intake Coordinator

Title: Intake Coordinator                            

Salary: $19.00-$21.00 per hour

Status: Full-Time, Non-Exempt, 40 hours weekly

Schedule: Monday-Friday, Hybrid position, 3 days on-site, 2 days remote with travel to meetings and clinical sites as needed      

Supervisor: Intake Supervisor & Director of Clinical Administration

Function:

The Intake Coordinator is responsible for all aspects of the new client referral and intake process. This position is the initial point of contact for clients, hospitals, and other referral agencies and will promote rapid engagement in behavioral health services through timely communication and scheduling, accurate data collection, and educating referents and prospective clients on our services and intake processes.

This position is in transition to the newly created role of Engagement Specialist. This position is the initial point of contact for clients who have violated the attendance policy and will promote rapid re-engagement in behavioral health services through working with clients to identify potential barriers to treatment, timely communication, problem solving, and accurate data collection.  This involves pulling reports, communicating with clients through calls and letters, and documenting all communications.

Job Requirements:

• Bachelor’s degree in psychology, Social Work, Nursing, Human Services, or a closely related field with two (2) years of experience in scheduling or case management. 
• OR an Associate degree in related field with four (4) years of experience in intake scheduling or case management.
• Having intake or case management experience in a human services organization is essential.
• A working knowledge of behavioral health terminology and client needs is essential.
• Experience working with Medicaid, Medicare, and/or other insurances preferred.
• Understanding of productivity measures and compliance standards preferred.
• Bilingual English and Spanish speaking preferred.

Competencies:

• Technology savvy (Windows, Microsoft Office, Electronic Health Records).
• Collaborative relationship building and communication skills.
• Excellent customer service skills.
• Organizational and time management skills.
• Clinical and business insight.
• Knowledge of Netsmart Electronic Health Record (EHR) and OMH regulations preferred.
• Knowledge of HIPAA Privacy and Security Rules.
• Knowledge of Medicare, Medicaid, and other insurance regulations.
• Excellent verbal and written communication skills.
• Ability to work independently.

Benefits:

• Medical, dental, and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year).
• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off.
• Group term life and long-term disability insurance.
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D).
• Supplemental insurance through Aflac.
• Employee assistance program (EAP).
• Pet insurance.

Our Mission:

Family Services brings people together to find the support they need, improving their lives and communities, and building a stronger safer Hudson Valley.

Our Values:

Compassion – Extending empathy and understanding to others.

Integrity – Being honest and dependable.

Hope – Believing in the strength of the human spirit and heart, to emerge and thrive when faced with a challenge.

Diversity – Promoting a vision of community comprised of wide-ranging assets.

Respect – Treating all individuals with dignity and without judgement.

Community – Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.

Justice – Promoting social and economic equity and fairness.

Quality – Aspiring for excellence in every aspect of our work.

Job Responsibilities: 

• Receive and coordinate client referrals from all sources. Provide a “Warm Welcome” to our agency programs and assist clients through the intake process.
• Pre-Screen prospective clients to assess appropriateness for services and provide referrals to alternative supportive resources as necessary.
• Coordinate with Behavioral Health Center staff on intake scheduling and triage clients identified as high risk.
• Collect all information required for intake including full demographics, insurance, medical history, emergency contacts, and any additional information needed by agency or regulatory requirement. Accurately enter data in client’s record.
• Collect all documentation required for intake including agency forms, identification and insurance cards, consents, and pertinent documentation from referral sources. Accurately enter data or scan in client’s record.
• Obtain, verify, and document insurance benefits in the client’s record. Determine any payer specific requirements of staff credential providing service or services not covered.
• Inform clients of any cost share imposed by their insurance carrier and collect and document any payments needed at intake.
• Coordinate with billing department on client issues with cost or payment and to determine sliding scale fees for uninsured clients.
• Refer uninsured and underinsured clients to a NYS Health Assistor.
• Track all referrals and document outreach attempts and reasons for referrals not resulting in assessment or admission.
• Maintain client confidentiality and security of health information in compliance with HIPAA regulations.
• Build relationships with referring agencies and help develop processes to remove referral barriers.
• Work collaboratively with clinical, operations, and billing staff.
• Conduct all duties with compassion, professionalism and in accordance with agency compliance plan and regulatory requirements of oversight agencies.
• Participate in required training, agency initiatives and committees.

#INDBH

 Work Environment:

• Hybrid work environment with travel to meetings, and clinical sites as needed.

Family Services, Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@familyservicesny.org.

We are an equal opportunity employer and our goal is to be a diverse workforce representative of the community we serve. Family Services, Inc. follows federal, state, and local laws prohibiting discrimination in hiring and employment. We do not discriminate against employees or applicants in violation of those laws.

Must be authorized to work in the United States without work sponsorship.