What are the responsibilities and job description for the Intake Coordinator (1525 Site) position at PRESTIGE HEALTHCARE RESOURCES INC?
TITLE: | Intake Coordinator (Non-Licensed) | OVERVIEW: Providing compassion and care isn’t just our profession at PHRI, it’s our passion…and culture. We care for the clients that we serve. We listen to them and provide the support that they need to enable them to live comfortable and fulfilling lives. Our drive is to restore hope and healing to the community. We are looking for mission driven professionals who want to join a transformational company with a big heart and make a difference in the community. Currently serving over 1,500 patients in two different states and looking to grow to over 10,000 patients in 5 states, over the next 3-5 years. Its focus is advocating and implementing integrated care model approach to underserved population undergoing behavioral health related issues. |
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CLASSIFICATION: |
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DATE APPROVED: | July 2025 | |
LOCATION: | Washington D.C. | |
FTE | 1.0 | |
ENVIRONMENT/PHYSICAL DEMANDS Standard Office / Sit, stand, walk, lift 15 lbs |
POSITION SUMMARY:
The Intake Coordinator plays a critical role in ensuring a smooth and welcoming entry process for individuals seeking behavioral health and substance use services. This position serves as the first point of contact for prospective clients and referral sources, providing guidance through the intake process with professionalism and empathy. The Intake Coordinator is responsible for gathering demographic and insurance information, completing intake documentation, scheduling assessments, and verifying eligibility criteria. This position requires excellent customer service skills, the ability to manage sensitive information with discretion, and a collaborative spirit to support the overall success of the admissions process.
DUTIES AND RESPONSIBILITIES
- Respond promptly and courteously to phone, email, and in-person inquiries from prospective clients, family members, and referral sources.
- Explain program offerings, intake requirements, and treatment process clearly and compassionately.
- Schedule intake assessments with clinical staff and coordinate logistics with admissions and operations teams.
- Collect and input client data, documentation, consents, and insurance information into the electronic medical records (EMR) system.
- Verify benefits and eligibility for services through insurance portals or coordination with billing staff.
- Track incoming referrals and maintain updated status reports to support timely admissions.
- Identify and escalate urgent or high-risk situations to clinical supervisors as needed.
- Maintain confidentiality of all client and program information in accordance with HIPAA and 42 CFR Part 2.
- Collaborate with case managers, program managers, and other departments to ensure seamless transition into services.
- Participate in regular intake team meetings and training sessions to support quality improvement and consistency.
EXPERIENCE AND QUALIFICATIONS
- High school diploma or equivalent required; associate degree in healthcare administration, psychology, or related field preferred.
- Minimum 1–2 years of experience in a healthcare, social services, or behavioral health setting.
- Familiarity with intake procedures, EMR systems, and insurance verification processes.
- Excellent verbal and written communication skills, with a client-first approach.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Demonstrated ability to work independently and as part of a team in a fast-paced environment.
- Sensitivity to populations experiencing trauma, substance use, and mental health challenges.
- Proficient computer skills in Microsoft Outlook and other standard software applications.
- Legally authorized to work in the U.S.A.
COMPETENCIES
- Simplify complex issues; breaking down big problems into smaller, manageable tasks, and identifying the key priorities that will have the biggest impact on the business
- Delegate effectively; giving clear direction, setting expectations, and providing the necessary resources and support to help their teams succeed
- Predict future trends and challenges, staying up-to-date on industry developments, monitoring market trends, and seeking out new opportunities for growth and innovation.
- Systemize processes; identifying and eliminating inefficiencies, establishing clear workflows and procedures, and ensuring that everyone in the organization is aligned around the same goals.
- Structure organization for growth; defining clear roles and responsibilities, establishing a clear chain of command, and creating a culture of accountability and transparency.
AAP/EEO STATEMENT
It is the policy of Prestige Healthcare Resources, Inc. to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status,
status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Prestige Healthcare Resources, Inc. will provide reasonable accommodation for qualified individuals with disabilities.