PURPOSE STATEMENT:

The Intake Coordinator is responsible for facilitating the delivery of an incoming referral of a child/adult to appropriate facilities. The IC assists in ensuring a quick disposition from the reviewing facilities and when appropriate aids in the evaluation of a facility for admission. Utilizes a referral database to track the progress of the referral throughout the process, and provides timely updates to the Resource Coordinators and/or referral sources regarding progress toward admission. This position works as a liaison for both the facility and the Resource Coordinator to adequately relay pertinent information to all parties involved.

ESSENTIAL FUNCTIONS:

• Responds immediately to service and referral inquiries coming into the Referral Coordination Center.

• Evaluates referral packets and disseminates to appropriate facilities based on clinical and contractual parameters.

• Monitors the timely disposition from the facilities and assists in the targeting of a facility for admission.

• Tracks admissions and referral status in referral database and generates team reports as needed.

• Provides updates to the Resource Coordinators/referral sources and facility staff on the status of referrals toward admission.

• Serves as a liaison for both the facilities and Resource Coordinators to relay patient information.

• Establishes and maintains positive relationships with referral sources, families, facility staff, and fellow team members.

• Communicates with inquiry sources to ascertain client needs and explain the scope of options for each potential client.

• Provides exceptional customer service by responding to client requests and building rapport with new referral sources.

• Able to manage many projects and is flexible when the workload increases. Works independently with the ability to plan and schedule daily activities and consistently achieve individual and team goals.

• Uses appropriate channels to report concerns and complaints in a timely fashion.

• Responsible for observing and monitoring team goals daily and informing management when team goals are at risk of not being realized.

• Participates in weekly team conference calls to review and discuss team referrals.

• Performs data entry functions in a supporting role to Data Entry Specialist.

OTHER FUNCTIONS:

• Perform other duties as assigned.

STANDARD EXPECTATIONS:

• Complies with organizational policies, procedures, performance improvement initiatives and follows organizational and industry policies regarding confidentiality.
• Communicates clearly and effectively to person(s) receiving services and their family members, referral sources and other members of the health care team.
• Develops constructive and cooperative working relationships with others and maintains them over time.
• Encourages and builds mutual trust, respect and cooperation among team members.
• Maintains regular and predictable attendance.

EDUCATION/EXPERIENCE/SKILL REQUIREMENTS:

• Bachelor’s degree or some college coursework preferred.
• 6 months to 1 year of experience in a data specialist role.
• Strong customer service background is required.
• Healthcare or Case Management background in behavioral or mental health field is preferred.
• Demonstrates the ability to function independently and possess strong decision-making skills.

• Knowledge of regulatory standards and compliance requirements as it relates to the referral and placement process.
• Advanced computer skills including Microsoft Office; especially Word, Excel, and PowerPoint.
• Knowledge of office administration procedures with the ability to operate most standard office equipment.
• Ability to work professionally with sensitive, proprietary data & information while maintaining confidentiality.
• Excellent interpersonal skills including the ability to interact effectively and professionally with individuals at all levels; both internal and external.
• Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level.
• Self-motivated with strong organizational skills and superior attention to detail.
• Must be able to manage multiple tasks/projects simultaneously within inflexible time frames. Ability to adapt to frequent priority changes.
• Capable of working within established policies, procedures and practices prescribed by the organization.
• English sufficient to provide and receive instructions/directions.

LICENSES/DESIGNATIONS/CERTIFICATIONS:

• Not Applicable

SUPERVISORY REQUIREMENTS: