Intake Coordinator

Job Description

Job Description

Job Purpose:

The BH Intake Coordinator provides excellent customer service during the patient access/intake process, executing patient access through the continuum of the revenue cycle that supports efficiency, cost reduction and service improvement.

Essential Job Functions including, but not limited to:

1. Satisfies Core Competencies

• Accepts responsibility for ensuring that performance meets the standards of the professional, ethical and relevant legislated requirements.

• Adheres to the Behavioral Health Standards of Care and agency policies in the provision of services to patients.

• Demonstrates cultural competency and commitment to patients.

2. Intake Coordination

• Maintain working relationship with referral sources. Educate referral sources and patients on eligibility criteria, referral processes, intake process, and ensure availability of updated referral forms.

• Utilize evidence-based techniques, including trauma informed care and motivational interviewing, to interact with and provide support while engaging patients.

• Follow up with referrals in accordance with policies and procedures making a minimum of three attempts to contact all patients referred to Behavioral Health in accordance with Behavioral Health policies and procedures.

• Accept walk-ins for intakes in urgent situations and immediately connect clients to Behavioral Health staff person for crisis intervention as need arises.

• Respect patients’ right to choose agency of patients’ choice or decline behavioral health services.

• Work in collaboration with Senior Patient Registration Specialist to ensure appropriate financial screenings complete and accurate payor source identified.

• Conduct comprehensive pre-screening of functional impairments and assign to appropriate service model including counseling, case management, intensive outpatient services, inpatient Services, community support, and other supportive services.

• Schedule appointments with appropriate Behavioral Health service provider based on scheduling guidance that considers age of patient, insurance provider, clinicians’ capacity, etc.

• Follow up with no shows to initial Behavioral Health appointments to determine reason for missed appointment and reschedule if patient remains agreeable to services.

3. Reporting and Program/Staff Development

• Document all services and contact in the electronic medical record and roster.

• Attend all mandatory meetings and trainings assigned by supervisor.

• Collaborates with team members and leadership in reviewing program and departmental policies and procedures annually and amend as needed.

• Complete orientation training and annual training.

• Demonstrate a solid understanding of Behavioral Health services and maintain CEs as required by applicable licensing body.

4. Administrative and Other Duties

• Assist patient(s) from the point of referral, through the intake and eligibility determination process to the completion of service enrollment

• Assist in scheduling new patient and follow-up appointments and is also tasked with clerical duties (i.e., managing paperwork, handling data entry, engaging with and answering phones).

• Maintain patient confidentiality and comply with all federal and state health information privacy laws.

Required Education:

• High School diploma or equivalent

• Associate’s Degree Required; Bachelor’s Degree Preferred with background in healthcare, human resources, counseling, public health, psychology or social work.

• Required licensure with appropriate state licensing board (if applicable).

Skills, Licensure and Knowledge Requirements:

• Excellent organizational and time management skills

• Bilingual (English/Spanish) (preferred)

• Experience in a social service, FQHC or public setting (preferred).

Physical Demands:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach.

• Specific vision abilities required by this job include close vision requirements due to computer work.

• Light to moderate lifting is required.

Work Environment:

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Moderate noise (i.e., business office with computers, phone, and printers, light traffic).

• Ability to work in a confined area.

• Ability to sit at a computer terminal for an extended period.

Travel or Special Requirements:

Driving during the workday as well as local or out of state travel may be required to perform job duties.