Intake Specialist

Job Title

Intake Specialist

Job Description

Intake Specialist serves as the first point of contact for individuals referred to an New York State Office of Mental Health (OMH) PROS (Personalized Recovery Oriented Services) program. This role is responsible for coordinating referrals, collecting demographic and eligibility information, scheduling intake appointments, maintaining records, and supporting engagement into services. The position focuses on administrative, customer service, and care coordination functions rather than clinical assessment or therapy. PROS programs are designed to provide recovery-oriented rehabilitation and support services for individuals living with serious mental illness. Works closely with Clinical Program Supervisor/Program Director to ensure accuracy of referrals and documentation.

Responsibilities

1. Receive and process referrals from hospitals, clinics, care managers, shelters, and community providers
2. Serve as the initial contact for prospective participants and referral sources
3. Explain PROS program services, admission procedures, and required documentation
4. Schedule intake appointments, orientation sessions and monthly psychiatric appointments
5. Verify insurance coverage, Medicaid eligibility, and referral documentation
6. Collect demographic, consent, and admission paperwork
7. Maintain accurate participant records in electronic health record (EHR) systems, including monthly Medicaid eligibility checks for all participants
8. Track referrals, admissions, waitlists, and follow-up activities
9. Coordinate communication between participants, families, and treatment providers
10. Coordinate Admission Review meetings with treatment team and present intake information
11. Conduct reminder calls and outreach to support appointment attendance and engagement
12. Assist with caseload updates, group schedules and roster changes.
13. Ensure intake packets and records comply with OMH, HIPAA, and agency requirements
14. Assist with data entry, reporting, scanning, filing, and administrative support tasks
15. Track IR/IRGA services and ensure monthly progress notes and required treatment plans are completed to remain in compliance
16. Participate in staff meetings and collaborate with interdisciplinary teams
17. Provide customer service in a professional, trauma-informed, and recovery-oriented manner

Qualifications

• High school diploma or GED required; associate or bachelor's degree in human services, psychology, healthcare administration, or related field preferred
• Experience in behavioral health, social services, healthcare administration, or customer service preferred
• Knowledge of OMH, Medicaid, or community mental health systems preferred
• Strong organizational and communication skills
• Ability to manage confidential information and maintain professionalism
• Proficiency with Microsoft Office Required and electronic record systems
• Ability to multitask in a fast-paced environment

This range serves as a good faith estimate and actual pay will encompass a number of factors, including a candidate's qualifications, skills, competencies and experience. The salary range or rate listed does not include any bonuses/incentive, differential pay or other forms of compensation that may be applicable to this job and it does not include the value of benefits.

At Catholic Health, we believe in a people-first approach. In addition to the estimated base pay provided, Catholic Health offers generous benefits packages, generous tuition assistance, a defined benefit pension plan, and a culture that supports professional and educational growth.