Intake Specialist

JOB SUMMARY: Educates and guides families through the intake process for diagnostic services and provides related administrative support to enable time efficient and fluid services for the families we serve.

ESSENTIAL JOB FUNCTIONS:

• Assists in the coordination of the autism diagnostic and case management team and its flow of communication, (written and oral) documentation, reports, correspondence, and the completion of the autism assessment process for families we serve.
• Performs administrative functions serving as the central general phone hub for families seeking information regarding Autism Services and direct calls as necessary. Duties will include answering the phones and routing the caller as needed, parent form management, mail outs, photocopying and filing.
• Manages new Autism assessment referrals in the EMR (electronic medical records), contacts families to provide education regarding the assessment process, sends out required forms through EMR and email, monitors parent progress in completing required forms, and schedules initial autism assessment with one of the Physicians.
• Provides information on costs and insurance coverage to families related to the diagnostic appointments.
• Follow up contacts throughout the referral/scheduling process, documenting attempts to contact and appropriate notification of families and referring providers.
• Schedules initial physician appointments, assessments, therapy evaluations, and physician follow-up appointments recommended by in-house physician related to autism assessment.
• Supports Autism Diagnostic Services client care by welcoming clients/families to all physician appointments, coordinating daily administrative tasks for the clinical team and delivering compassionate assistance and guidance to our clients and families.
• Makes reminder/confirmation calls for diagnostic appointments.
• Accurate typing and formatting of family letters, reports, etc., in Microsoft Word; update and create databases in Microsoft Excel.
• Assists with community outreach and education events.
• Complete other duties as assigned.
• Preserves the integrity and confidentiality of protected health information of Easter Seals clients.
• Understands, acknowledges, and implements Easter Seals privacy policies involving the disclosure of protected health information of Easter Seals clients.
• Demonstrates a strong commitment to self-development.
• Maintains a clean, safe, hazard-free work environment.

EDUCATION and/or EXPERIENCE:

• High School diploma or equivalent required; Bachelor’s degree preferred
• One year Office/Administrative experience required.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong computer skills with Microsoft Office experience.
• Good interpersonal skills.
• Strong phone skills
• Ability to organize time, set priorities.
• Able to handle confidential matters in a mature and responsible manner.
• Positive attitude towards individuals with special needs.
• Good oral and written communication skills
• Maintain clean and safe work environment
• Demonstrates willingness to be flexible.
• Posses a valid Florida driver’s license and proof of current automobile insurance.

PHYSICAL CAPABILITIES:

• Able to express or exchange ideas by spoken word and in written communication
• Able to receive oral communication via phone and in person with utmost professionalism
• Ability to lift and carry items up to 30 lbs.
• Stooping, kneeling, crouching and reaching.
• See and hear clearly in order to provide a safe environment.

USE OF TOOLS AND EQUIPMENT:

• Able to use all office equipment (i.e. computer, printer, copier, fax machine,) common to the administrative support function.

WORK ENVIRONMENT:

• Willingness to work additional hours, including special events, semi-annual all staff meetings, and increase activity on an as needed basis.
• Employees are required to work in a drug-free workplace
• Employees are required to work in a smoke-free workplace