Intake Specialist

Position Summary

The Intake Specialist is responsible for conducting preliminary interviews, gathering essential information, and coordinating the initial steps of client service or case management. This role requires excellent communication, empathy, and organizational skills to ensure a smooth intake process and positive experience for clients.

Primary Job Responsibilities

• Demonstrates competency in the assessment, range of treatment, knowledge of growth and development, and communication appropriate to the age of the patient treated.

• Performs intake assessments, evaluations, and referrals of assigned clients, obtaining sufficient information during the evaluation process for clinical assessment and planning. Presents treatment and service plans to clients following the evaluation process. Provides care necessary as described in department policies and procedures.

• Serves as the primary contact for new clients, patients, or customers during the intake process.

• Conducts preliminary interviews to gather information on needs, concerns, and relevant history.

• Evaluates initial eligibility for programs or services based on set criteria and guidelines.

• Accurately records and inputs client information into the appropriate database or electronic health record (EHR) system.

• Maintains confidentiality of all client data in compliance with privacy regulations and organizational policies.

• Coordinates with internal departments or external organizations as needed for additional resources or referrals.

• Provides information about available services, policies, and procedures in a clear and supportive manner.

• Addresses client questions and concerns, escalating complex issues to supervisors as necessary.

• Ensures compliance with applicable regulations and organizational policies throughout the intake process.

• Maintains organized records of all client interactions, documentation, and follow-up actions.

Job Skills

• Strong interpersonal and communication skills, with the ability to build rapport quickly.

• Excellent organizational and time-management abilities.

• Proficiency in data entry and experience with electronic record-keeping systems.

• Understanding of confidentiality and privacy laws related to client information.

Education/Experience

• Minimum of a bachelor’s degree in Psychology, Human Development, Behavioral Science, or a related discipline.

• Prior experience in customer service, healthcare, social work, or related fields is highly desirable.

Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status