Lead Intake Coordinator

Lead Intake Coordinator 

Department: Long Beach, CA  

Schedule: 12-hour shifts 

• AM: 7:00 AM – 7:30 PM
• PM: 11:00 AM – 11:30 PM
• NOC: 7:00PM – 7:30AM

Position Summary 

The Lead Intake Coordinator at Ocean View plays a critical role in overseeing the intake process and ensuring seamless patient transition into psychiatric care. This position combines the core responsibilities of intake coordinators with added leadership duties. Under the supervision of the Intake Manager, the Intake Lead will supervise and train the intake team, manage insurance verifications, handle escalated situations, and improve patient care coordination. Incumbent will manage the intake process for the outpatient services department and act as a liaison between this group and the intake team. They will also be responsible for developing referral systems, enhancing communication between teams, managing scheduling and attendance protocols, overseeing the Aura system for referrals and discharges, and conducting quarterly data analysis to drive improvements. The role requires excellent communication, organizational, and leadership skills to ensure high-quality service and effective collaboration with the care team.  

Intake coordinators will guide and support patients through the admission process by collecting relevant health information, conducting pre-admission assessments, and coordinating patient transportation to ensure a safe and timely transition into and from the hospital setting. Coordinators will answer incoming triage phone calls and complete phone assessments with potential patients. Collects and verifies patient insurance coverage. Collects medical and psychiatric documentation for clinical review. Communicates with the clinical team regarding patient documentation and status of approval for admission. Communicates patient admission to necessary staff. Clearly document all received phone calls and relay messages to staff when necessary. Input patient information in EMR. Admit and discharge patients from EMR. Fax daily bed availability to local facilities. Communicate with an outreach team regarding referrals, potential admission updates, bed availability, and patient status.

Make a difference by providing quality care alongside us at Ocean View! 

Key Responsibilities 

• Helps to oversee the department and train the intake team.
• Collect relevant health information and conduct pre-admission assessments
• Coordinate patient transportation for safe and timely transitions
• Handle triage phone calls and conduct phone assessments with potential patients
• Verify patient insurance coverage and perform basic eligibility and billing computations
• Collect medical and psychiatric documentation for clinical review
• Communicate patient status and admission approvals with clinical teams
• Notify relevant departments (Nursing, Social Work, Outpatient Services) of patient admissions
• Document all phone calls and relay messages appropriately
• Enter patient data into the Electronic Health Records (EHR) system; admit and discharge patients
• Fax daily census reports to local facilities regarding bed/capacity availability
• Collaborate with the outreach team on referrals, admissions, bed availability, and patient status
• Demonstrate understanding and be compliant with Patients' Rights, LPS Statutes, and Seclusion and Restraint Protocols.
• While primarily assigned to the inpatient unit, may be required to support the Structured Outpatient Services Program (IOP/PHP) based on census fluctuations and departmental needs
• While primarily assigned to the Structured Outpatient Services Program (IOP/PHP), may be required to support the inpatient unit based on census fluctuations and departmental needs

Minimum Qualifications 

• High school diploma or equivalent required
• Bachelor's degree in a related field
• Demonstrated ability to remain calm, composed, and effective in high-stress or crisis situations.
• Strong teamwork and collaboration skills across disciplines and departments.

• Demonstrated sound professional judgment; clinical judgment where applicable to licensure/role.
• Proficiency in the use of computers and standard keyboard functions for data entry and electronic documentation.
• Effective verbal and written communication skills.
• Ability to read, write, and communicate fluently in English.
• Current CPR, BLS, and First Aid certification, or ability to obtain within 90 days of employment 

Preferred Qualifications 

• Minimum of five (5) years of experience in a behavioral health, healthcare, or related human-services setting with at least1-2 years in a leadership position
• Prior experience using Electronic Health Records (EHR) systems for documentation and coordination of care
• Proficiency with Microsoft Office Suite (Word, Excel, Teams) and/or cloud-based communication platforms (e.g., Slack, Zoom)
• Bilingual in English and Spanish, or other languages commonly spoken by the patient population
• Crisis prevention/intervention training (e.g.,HWC,CPI, PMAB) or de-escalation certification
• Knowledge of HIPAA, Title 22, and other applicable regulatory standards
• Familiarity with trauma-informed care principles and culturally responsive practices
• Leadership experience or demonstrated capacity to mentor others 

Benefits 

• $2.00/hour shift differential for eligible NOC (overnight) shifts
• Comprehensive medical, dental, and vision insurance for qualifying employees
• 401(k) retirement savings plan
• Supportive, team-oriented work environment

• Opportunities for professional growth, training, and advancement within the organization

Physical & Environmental Requirements 

• Frequent walking, standing, sitting, twisting, and bending are required.
• Must possess adequate auditory capacity to communicate clearly and follow verbal instructions.
• May be required to lift and carry objects weighing up to 25 pounds.
• Ability to sit or stand for extended periods of time.
• Must be able to operate standard office and/or clinical equipment requiring repetitive hand movements, manual dexterity, and fine finger coordination, including the use of computers, telephones, and related devices.

Special Conditions 

• Employment is contingent upon successful completion of Live Scan fingerprinting, background check clearance, and verification of required licenses, certifications, and education
• Satisfactory completion of professional reference checks
• Must be legally authorized to work in the United States; Ocean View does not provide visa sponsorship for certain roles unless otherwise specified
• Compliance with all applicable federal, state, and local regulations, including California Department of Health Care Services (DHCS), The Joint Commission, and HIPAA standards
• Compliance with all required health screenings and immunizations in accordance with regulatory guidelines and facility policy, which may include tuberculosis (TB) testing, N95 fit testing, annual trainings, and proof of vaccination for certain communicable diseases
• Availability to work evenings, weekends, holidays, or variable shifts as needed, based on operational or patient care needs
• Demonstrate understanding and be compliant with Patients' Rights, LPS Statutes, and Seclusion and Restraint Protocols.