Intake Coordinator

Primary Function

The Intake Coordinator is the first point of contact and the gateway to mental health services for new and inactive clients. This position requires excellent verbal communication skills and active listening skills to evaluate the care needs of each individual client. It is essential that the intake coordinator be computer literate with proficiency in required skills of using the computer. The intake coordinator should be skilled with time management and have attention to detail. A high level of patience and a pleasant demeanor is essential for this position.

Hours of Work

This is a part-time position with the possibility of full-time in the future.

Hour Availability: Monday through Friday: 8:00AM to 5:30PM (Monday through Thursday) and 8:00AM to 12:00PM (Friday).

Duties and Responsibilities

The following duties are typical for this position. Employees may not perform all of the listed duties and/or may be required to perform additional of different duties from those set forth below to address facility needs and changing facility practices.

• Conduct initial interview by phone or web application to obtain demographic information.
• Respond to questions and explain the intake process.
• Schedule an intake appointment.
• Assign client to a provider that meets the desired requirements and insurance guidelines.
• When necessary, meet one-to-one with the client to guide them through the intake process.
• When necessary, explain forms in detail and how to access forms/complete forms.
• Answer questions related to required intake process and open access procedures.
• Obtain signatures on required forms.
• Enter client information accurately into the electronic medical record.
• Answer phone call respectfully and professionally. Return phone calls and emails within 48 hours with the expectation of weekend and holidays.
• Schedule clients in open access slots.
• Coordinate with support staff and intake coordinator, as needed.
• Coordinate with Care Coordinators.
• Ensure follow-up occurs with referrals and clinicians are aware of referrals that are needed, per client and intake.

Other

• Work closely with teammates
• Monitor charts
• Complete intakes
• Verify insurance
• Mail, fax, or email intake paperwork
• Enter financial data
• Monitor schedule changes
• Filing, scanning, copying, and faxing
• General knowledge of MN healthcare programs and insurance
• Provide services and conduct self in an ethical and professional way
• Complete timely and accurate documentation
• Maintain compliance with HIPPA, Rule 29, and other programs' compliance needs
• Attendance of mandatory staff meetings and trainings
• Ensure compliance with all agency license and facility policies and procedures
• Other duties as assigned by supervisory personnel
• Follow dress code as outlined in employee handbook or directed by supervisor
• Follow proper reporting procedures as outlined in policies and procedures manual.

Competencies

• Able to work independently
• Comfortable with ambiguity and fast-paced environment
• Excellent communication skills
• Excellent organizational skills
• Strong code of ethics
• Solution oriented
• Diversity and inclusion focused
• Strong attention to detail

Required Education and Experience

• High School Diploma or GED

Preferred Education and Experience

• Previous experience working in a medical, dental, or mental health office setting
• Previous experience working with clients who have criminal tendencies
• Previous experience working with clients with dual diagnosis, SPMI diagnosis
• AA or AAS Degree
• Familiarity with Electronic Health Records

Additional Eligibility Qualifications

• Must be 18 years of age or older
• Must be proficient in MS office and Internet applications
• Must pass State and Federal Background Study, be clear of any predatory offenses
• Knowledge of mental health and substance use disorders
• Knowledge of client rights and staff responsibilities
• Knowledge of Maltreatment of Minors and Vulnerable Adult Acts
• Knowledge of Behavioral Emergency Policy and Protective Procedures
• Must have a valid driver’s license
• Ongoing maintenance and completion of continuing education requirements

Physical Demands and Work Environment

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to do any of the following during their standard work shift; this may include minimal expectations and/or doing the below task for extended periods of time:

• Use hands, fingers, and reach with hands and arms for extended periods of time
• Vision: Ability to adjust and focus close, distance, and peripheral vision is required
• Talking: speak clearly, effectively communicate
• Hearing: in person, telephone, remote speech and/or other sounds
• Lift, carry, push and pull (minimum 5lbs)
• Use of computer, keyboards, headsets, phones, electronics

Note: This job description is not intended to be all-inclusive. The employee may be required to perform other duties as assigned.

Northland Counseling Center, Inc. participates in E-Verify. Northland Counseling Center, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Pay: From $18.00 per hour

Expected hours: 18.0 – 30.0 per week

Benefits:

• 401(k)
• 401(k) matching
• 403(b)
• 403(b) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Loan forgiveness
• Opportunities for advancement
• Paid time off
• Paid training
• Parental leave
• Referral program
• Vision insurance
• Wellness program

Experience:

• Customer service: 1 year (Preferred)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Preferred)

Work Location: In person

Salary : $18