Intake Specialist

Summary The Intake Specialist serves as a patient advocate and facilitates the process that allows for access to life changing care for members of the community. The Intake Specialist is a professional who serves as the first point of contact at the facility for all patients and families seeking services. Intake Specialists work within a collaborative team including physicians, providers, other intake specialists and many other members of a multidisciplinary team. The Intake Specialist gains career experience to develop and progress with a nationally recognized behavioral health leader. Responsibilities Welcomes patients and their caregivers to the facility. Meet with admitting patients to educate them regarding the admissions process and ensure a seamless transition to the appropriate program. Gather, confirm and input medical, insurance and demographic information accurately. Have knowledge of all Rogers programs and services and the ability to explain them to patients, families and referents. Understand admissions paperwork and the ability to explain all forms to patients/guardians. Obtain all signatures needed for admissions, including: Patient’s Rights Consent for Treatment Consent for the Release of Information All other admissions forms Register patients in the Cerner system. Distribute and scan all documents required for admissions, ensuring proper labels, accuracy and correct storage in Cerner. Perform initial safety check (wanding, banding) and secure patient belongings; may act as witness or conduct belongings searches as needed. Manage patients in crisis, providing de-escalation and maintaining a positive, welcoming intake environment. For unscheduled admissions, greet the individual, offer a phone screening with Patient Access or conduct the remaining steps in the admissions process (screening, review, scheduling) in collaboration with Patient Access. Demonstrate general knowledge of HIPAA and the Emergency Medical Treatment and Active Labor Act (EMTALA) and how they relate to admissions. Document clinical encounters clearly, accurately and timely. Collect required metrics to support continuous improvement. Explain insurance coverage to patients during the admission process and answer related questions. Consult the Supervisor for cases that require special attention due to complexity. Coordinate transfers to and from Rogers. Communicate with members of the multidisciplinary team regarding documentation and clinical criteria to assist with reimbursement and third‑party reviews. Provide on‑call coverage as scheduled, including holiday and weekend rotations. Provide a clear case summary to the on‑call provider for level-of-care recommendations. Complete clinical documentation on screening to support appropriate level-of-care decisions. Collaborate with Patient Access to schedule bed assignment. Apply good practice principles and use effective communication skills and tact with third‑party carriers, professional staff, hospital management and employees. Maintain a calm attitude, create a conducive atmosphere in difficult situations, and work cooperatively with hospital staff. Remain courteous and respectful during work interactions and resolve problems on a one‑on‑one basis when possible. Complete assignments and documentation on time, and manage day‑to‑day problems, including implementation of treatment plans. Complete other duties as assigned by the Intake Supervisor. Promote department goals and the mission of Rogers Behavioral Health. Communicate goals to fellow staff members and demonstrate measurable goal achievement. Maintain department policies and procedures, including state, Joint Commission and other regulatory requirements. Educate new staff regarding regulations or requirements that relate to their areas or departments, as directed. Provide acceptance and training for student interns in the department, as directed. Demonstrate understanding of Joint Commission and other regulatory agency compliance regulations, and participate in in‑services, seminars and meetings to increase awareness. Involve self in educating other disciplines regarding Admission Services regulations and standards. Maintain organizational skills that promote timely response to inquiries and task completion. Resolve individual issues with peers in a positive, calm manner with a focus on solutions, and communicate concerns and provide solutions. Attend outside seminars to promote professional growth and maintain a positive and professional attitude toward all parties. Comply with hospital policies and procedures, including Human Resources, Infection Control and Employee Health programs. Project a professional image by wearing appropriate professional attire. Perform admission duties, including: Verify insurance benefits for all patients and potential patients. Complete financial forms and statements for admits and explain them to patients and guarantors. Complete insurance status forms and present them to patients and guarantors. Secure deposits as directed. Register patients, utilizing e‑signature for admissions paperwork. Collaborate with admitting staff and audit compliance of admissions paperwork. Physical and Mental Demands Flexibility with work assignments, including schedule changes, caseload volume changes, changes in required documentation, program additions and changes in policy and procedure. Flexibility as to shift and rotation of on‑call weekend shifts. Effectiveness with patients’ families, professional staff, and hospital staff members. Ability to plan, control and direct all aspects of employee relations. Tact for dealing effectively with employees and professional staff. Logical thinking and discretion in initiating and implementing policies, procedures and standards. Detail‑oriented clerical abilities to keep records and files on referrals and referents. Organizational and coordination skills for admissions duties. Systematic review of documentation and maintenance of accurate records. Good judgment in determining the correct course of action in admission procedures. Assessment of appropriate levels of psychiatric care. Cooperative, tactful, warm, courteous, respectful and helpful attitude toward patients, families, referents, staff and personnel at all times. Reliability, flexibility and efficiency with a positive attitude toward work at Rogers Behavioral Health. Primary work within the hospital or other buildings on the Rogers Memorial Hospital campus. Lifting and carrying medical records, walking between buildings, occasional exposure to combative or aggressive patients. Verbal and hearing ability to interact with patients and employees. Reading and communication written, verbal and auditory skills. Numerical ability to maintain records and operate a computer. Physical and mental ability to perform job duties as verified by a physical examination by a licensed physician, per post‑employment physical. Education and Training Requirements High school diploma or equivalent required. Bachelor’s degree preferred. American Heart Association CPR certification within thirty days of hire; bi‑annual re‑certification required. Training in Nonviolent Crisis Intervention (NCI) within sixty days of hire/transfer; annual re‑certification required. Mental health experience preferred. Computer skills required, including word processing. Previous experience in insurance and billing preferred. Valid driver’s license preferred; must be granted insurable status by the Rogers insurance policy. Schedule Week 1: Monday, Tuesday, Thursday, Friday 8 pm-6:30 pm Week 2: Monday, Tuesday, Friday, Saturday 8 pm-6:30 am Benefits Health, dental and vision insurance coverage for you and your family. 401(k) retirement plan. Employee share program. Life and disability insurance. Flexible spending accounts. Tuition reimbursement. Health and wellness program. Employee assistance program (EAP). Equal Employment Opportunity EOE/MFDV Equal Employment Opportunity and Affirmative Action–Rogers Behavioral Health (rogersbh.org) Additional Information Rogers Behavioral Health is a nationally recognized, not‑for‑profit provider of highly specialized psychiatric care. Rogers offers evidence‑based treatment for children, teens, adults with OCD, anxiety, addiction, depression, eating disorders, trauma and PTSD. Rogers provides residential care with three inpatient facilities located in southeastern Wisconsin, and outpatient services across a growing network of communities in the U.S. Rogers Behavioral Health Foundation Rogers Behavioral Health Foundation supports patient care, programs and research; and Rogers InHealth is an initiative that works to eliminate the stigma of mental health challenges. Reference #J-18808-Ljbffr