Intake Coordinator

JOB OVERVIEW: 

The Intake Coordinator performs a variety of paraprofessional job duties. This position requires excellent customer service skills plus exceptional skills in planning, organizing and coordinating the delivery of patient care by clinical staff. The Intake Coordinator is responsible for screening all intake phone calls or walk-ins for the Service Coordination Unit (SCU).  Intake calls or walk-ins involve completing a Request for Service (RFS) Form and obtaining demographic and insurance information.  In addition, the Intake Coordinator enters the client information into the agency Electronic Health Record System.

ESSENTIAL FUNCTIONS:

•    Completes a RFS Form and organizes all referrals for daily review by the SCU Program Director.

•   Logs all calls into agency’s computer database.

•   Understands scope of practice and can judge when to transfer a call to the SCU Director or any available program director (e.g., crisis calls).  

•   Secures information such as medical, psychological, legal, and social factors contributing to client’s situation and documents this information in the RFS. 

•   Creates and maintains tracking reports for all referrals according to funding streams and programs and submits these reports to the SCU Program Director and COO on a       weekly basis.

•   Monitors and organizes the agency’s wait list and updates client information as needed.

•   Provides information to callers regarding the services provided by the agency.

•   Consults with supervisor regarding client needs (e.g., urgent referrals).

•   Verifies client insurance eligibility under Medi-cal and Healthy Families.

•   Processes all referrals for special programs under the supervision of the program director.

•   Tracks activities related to open RFSs waiting to be assigned.

•   Follows up on assigned RFSs to determine if case has been opened or if RFS needs to be closed.

•  Responsible for the review of daily logs and notes to assure excellent client care, documentation, and timely response. 

•  Provides orientation on Request for Services to all new employees.

•  Maintains Intake Calendar once RFS has been assigned and an Intake appointment  has been scheduled with a therapist.

•  Works closely with the receptionists in responding to all RFS calls or walk-ins.

•  The intake coordinator will work closely with each program director to ensure that case assignments and intake appointments are scheduled in a timely manner.

KNOWLEDGE, SKILLS, AND ABILITIES:

•    Must be bilingual, English/Spanish. 

•    Proficient in Microsoft Office programs such as WORD and EXCEL. 

•    Strong organizational and excellent customer service skills are critical.

•    Must get along well with others and be a team player.

•    Must demonstrate effective communication skills by conveying necessary information accurately, listening effectively and asking questions when clarification is needed. 

•    Demonstrate initiative and strive to continually improve internal processes.

•    Highly effective in working objectively with a diverse group of clients and staff.

•    Must be flexible with work schedule based on needs of the agency.

QUALIFICATIONS:                                                                                                                 

•  Graduation from an accredited college or university with a Bachelor’s Degree in social work, psychology, sociology, or other related human service major.

• Must have a minimum of 2 years of work related experience in a human service agency.

BENEFITS:

• Monday-Friday Day Schedule.
• Full benefits package to all positions after 30 days of employment.
• Free standard HMO Health, Dental, and Vision plans offered to employees.
• 401k plan with 4% employer match
• Paid Vacation Time that accrues to 10 days annually and increases with seniority.
• 5 Paid Sick Days annually.
• 14 Paid Holidays annually.
• Paid Office closure last week of the year.
• Opportunity for growth.
• Bilingual Stipend if applicable.
• $23.00 an hour starting pay.

CONDITIONS OF EMPLOYMENT:

This description is only intended to identify the duties, responsibilities, and requirements for the position. It is not intended, nor should it be interpreted to describe each and every duty an employee assigned may be required to perform.

WORKING CONDITIONS: 

• Work is performed in a normal office setting, client's homes and the community.
• Noise level is moderate with occasional loud outbursts.
• This is a field-based position and requires 50% driving.
• Will require a personal motor vehicle to frequently travel between offices, housing appointments, and community events.

REASONING ABILITY: 

Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS:

• Must be able to remain in a stationary position 50% of the time
• Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, (i.e., calculator, copy machine and computer printer).
• Constantly converses with staff and clients
• Frequently operates a motor vehicle to travel to school or home site
• Frequently needs to position self in order to effectively interact with children of lesser stature
• Occasionally needs to transport materials (food, clothing, books, etc.) weighing up to 50 pounds for therapeutic activities
• Frequently needs to use motor vehicle for business purposes.

The Whole Child is an equal employment opportunity employer and no candidate for employment will be rejected on account of race, color, religion, national origin, age, marital status, or sex.  Candidates with physical impairments will be considered so long as it can be reasonably demonstrated that the duties and responsibilities can be effectively performed without hazard to the individual, fellow employees, or clientele