Intake Coordinator

Position Title: Intake Coordinator

Department: Admissions
Reports To: Utilization Review Director
Supervises: None
FLSA Status: Non-Exempt

Position Summary

The Intake Coordinator serves as the primary point of contact for outpatient intake, ensuring a smooth and efficient admissions process. This role requires strong organizational skills, the ability to assess patient needs, and collaboration with internal and external stakeholders to facilitate appropriate treatment placements. The Intake Coordinator plays a key role in supporting patients and their families during the admission process, ensuring a seamless transition into care.

Qualifications and Requirements

• High school diploma or equivalent required.
• Minimum of one year of experience in healthcare admissions, preferably in mental health or substance abuse settings.
• Experience in patient assessment, referral coordination, treatment planning, or communication with external review organizations preferred.
• CPR certification required within 30 days of employment.
• Strong communication, problem-solving, and customer service skills.
• Proficiency in electronic health record (EHR) systems and insurance verification processes preferred.

Essential Duties and Responsibilities

Admissions and Intake Coordination

• Conduct pre-admission screenings to assess patient needs and determine eligibility for services.
• Schedule assessments in a timely manner, ensuring efficiency in the admissions process.
• Collaborate with the business office, nursing staff, clinical teams, and external referral sources to facilitate patient admissions.
• Provide accurate and timely information regarding treatment programs, admission requirements, and financial options to patients and families.

Patient Support and Referral Management

• Offer crisis intervention services as needed to support individuals seeking care.
• Refer inquiries to appropriate agencies or community resources when facility admission is not suitable.
• Maintain ongoing communication with referral sources to provide updates on patient status and ensure continuity of care.
• Educate referral sources and the community about available services and admission criteria.

Compliance and Documentation

• Interview patients, family members, and collateral contacts to ensure all intake criteria are met.
• Review prospective admissions against approved criteria, facility policies, and regulatory procedures.
• Present clinical information to a member of the medical staff for approval of intake.
• Verify insurance coverage upon intake and document all admission-related processes with accuracy and compliance.
• Provide clerical support for admissions, including assembling admission folders, auditing patient charts, and monitoring patients in internal waiting areas.

Core Competencies

• Strong ability to assess and coordinate patient admissions effectively.
• Excellent communication and interpersonal skills to work with patients, families, and referral sources.
• Detail-oriented with strong documentation and organizational skills.
• Ability to handle crisis situations calmly and efficiently.
• Knowledge of insurance verification and pre-authorization processes preferred.

Physical & Work Environment Requirements

• Ability to sit, stand, and walk for extended periods while performing intake and administrative duties.
• Must be able to lift up to 20 pounds occasionally for office materials and patient records.
• Ability to work in a fast-paced environment and manage multiple priorities simultaneously.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Equal Opportunity Employer Statement

Bradford Health Services is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive workplace. We do not discriminate based on race, color, religion, gender, sexual orientation, national origin, disability, veteran status, or any other protected characteristic under applicable laws.