Intake Coordinator

Summary:

The Intake Coordinator is Southeastern Integrated Care’s system navigator and point of contact for clients, families, multiple referral sources, payers, and our network of providers assuring clients have direct access to immediate and ongoing care and families, with patients and families having direct access for asking questions and raising concerns. May assume advocate role on our client’s behalf with the referral source and or payer to ensure approval of the necessary services for the client in a timely fashion. Is the primary communicator with all parties involved in the ongoing care and recovery of our clients. The Intake Coordinator will drive the mission and vision of Southeastern Integrated Care Services to achieve quality client care and outcomes.

Essential Duties and Responsibilities:

• Ensure all methods of referrals are captured in EMR system- (i.e., electronic fax, QR codes, alpha and MCO calendars, walk ins, phone, text, etc.
• Engage client in treatment, educate, counsel, motivate client to continue their journey in recovery.
• Immediately schedule appointment for intake -same day or 24 hours
• Communicate with referral source prior to intake and post intake status of visit.
• Identify all referral sources, names, numbers, emails inclusive of direct referral, care managers, hospital or DSS, payer source, etc.
• Identify primary care doctor and if none schedule appointment with SEIC family practice service line.
• Review treatment recommendations of referral source, communicate to intake counselor, and Director of Clinical Operations
• Send out reminder calls and texts to client prior intake.
• Communicate with primary referral sources if client is a NO SHOW or reschedules.
• Coordinate with referral sources to reengage clients who missed appointments.
• Coordinate with SEIC community outreach person to find and re-engage client.
• Communicate monthly with primary referral sources regarding attendance.
• Gather all referrals fax, email, phone calls, QR code , alpha etc. and reach out to client.
• Goals 95 percent of all clients referred admitted.
• Verify coverage insurance options.
• Communicate back with all referrals sources outcomes of CCA and treatment recommendations and continuous outreach to MCO’s and Department of Social Services (DSS)
• Circle back with all referral sources regarding attendance in level of care for first month or too
• Assure all necessary consents, releases are prepared prior to client attending intake sessions. Assemble information concerning patient's clinical background and referral needs. Per referral guidelines, provide appropriate clinical information to intake counselor.
• Maintain ongoing tracking and appropriate documentation on referrals to promote team awareness. The goal is for 95% of all referrals to be admitted to treatment.
• Ensures complete and accurate registration, including patient demographic and current insurance information.
• Review details and expectations about the referral with clients.
• Complete and maintain authorizations for treatment.
• Other assigned duties.

Skills and Qualifications:

• Awareness of levels of care within setting
• Strong hospitality skills with the ability to work with diverse people
• Effective organizational and time management skills
• Verbal and written communication skills
• Understanding of behavioral health with you
• Ability to use software programs (i.e. EHR)
• Ability to juggle multiple tasks in a fast-paced environment
• Problem-solving skills

Education/Experience:

• High School Diploma required
• Familiarity with clinical documentation (i.e., Comprehensive Clinical Assessment (CCA); Person Centered Plan (PCP))
• Proficient in Microsoft Office Suite.
• Strong written and verbal communication skills.