INTAKE SPECIALIST

Job Description

Job Description

Position Purpose

The Intake Specialist provides services in a responsive, compassionate, and respectful manner, demonstrating sensitivity to each individual’s presenting issues and unique circumstances. The role includes educating participants about available services, program expectations, and the full range of treatment options to empower informed decision-making. In addition, the Intake Specialist collaborates closely with outside funding sources to secure both initial and ongoing treatment authorizations, ensuring timely access to care and continuity of services.

Clinical Responsibilities

• Organize and follow up with the Waiting List
• Evaluate Prospective Clients (DDAP screening)
  • Review prospective clients with the supervisor
  • Submit prospective clients for Director and medical approval
  • Review the Doctor’s schedule and coordinate intake appointments accordingly
• Complete Initial Paperwork with Client, including COE documentation where appropriate
  • Consent Forms
  • Initial Treatment Plan
  • ASAM
  • Coordinate with Fiscal re: Fee Agreements
  • Policy & Procedure
  • Intake productivity expectation to be scheduled out for 18 hours a week for intakes, subject to change as needed
• Responsible for authorizations for funding source
• Complete Admission Paperwork for County
• Assign Patient Identification Number
• Schedule all Intake appts and place in the scheduler
• Add any new SCA-funded clients into the WITS system

Documentation Responsibilities

• Compile Patient Chart
• Add Patient to Smart Management System
• Follow through on dual enrollments for the incoming clients
• Manage the dual-enrollment forms for other clinics
• Make necessary changes to the chart based on the completed Intake Chart Audit
• Complete required treatment notes/patient contacts as applicable

General Administrative Duties

• Assist staff with filing/scanning documentation into the patient's electronic health record
• Assist CQI coordinator with data entry
• Assist staff with care coordination efforts/follow-up with referring agencies
• Assist with front desk coverage
• Coordinate with the Director on outreach efforts/advertising efforts for patient recruitment

Other Responsibilities

• Complete the 30-Day Follow-ups
• Complete Discharge Paperwork on unassigned clients
• Manage all the incoming courtesy dosing
• As assigned by the Director to ensure continuity of care and foster a supportive, nurturing environment for growth
• All other duties as assigned

Job Qualifications and Competencies

• Bachelor’s degree or equivalent experience in social service or medical field, preferred.
• One year of prior work experience. Prior intake/admission experience preferred.
• Proficient knowledge of Microsoft Office (Excel, Word, PowerPoint).
• Ability to express complex information in a clear and concise manner.
• Strong critical thinking, analytical, and problem-solving skills.
• Highly organized and strong attention to detail.
• OIG/Sanctions/Valenz

Section 7: Network Conditions

Network Functions

Equipment/Machines:

Physical Demands

• Maintain and abide by OSHA requirements and guidelines
• Observes all Fire and Safety Policies and Procedures
• Observes all Fiscal/Office/ HR Personnel Policies and Procedures
• Observes all HIPAA Policies and Procedures and maintains confidentiality
• Attends all required and scheduled trainings and meetings

• Always maintain a professional demeanor and exercise good judgement in all areas of employment duties.

• VEHICLE REQUIREMENTS
  • Current driver’s license, driver registration, and a functional vehicle
• EQUIPMENT OPERATIONS
  • Telephone: Cellular - Multi-line, Calculator, Copier, Fax, Computer
• COMPUTER SOFTWARE APPLICATIONS

Has knowledge of each program

• Knowledge of Office software programs

• Individual must be able to meet the physical requirements of the job:
• Sitting at a meeting table or desk – Reaching – Lifting – Bending – Standing – Stooping – Twisting - Climbing steps - Driving a vehicle
• Environment(s) is modern, well-lit office facilities in multiple locations

Multiple levels of stairs with access by elevator

• ACCIDENT, HEALTH HAZARD AND SECURITY KNOWLEDGE
• Bloodborne Pathogens, Right To Know, HIPAA, Security Acts, Fire & Safety
• Environment{s) is modern, well-lit office facilities in multiple locations