Intake Coordinator

Position Title: Intake Coordinator

Department: Behavioral Health Services

Location: Garfield Park

Reports to: Clinical Supervisor/Program Supervisor

Position Objective and Summary:

The Intake Coordinator plays a critical role in the delivery of mental health services by serving as the first point of contact for students, families, and schools. Primarily based out of the Garfield Park office, this position is responsible for coordinating the intake process, assessing the needs of new students, and assisting in the referral and service matching process. The Intake Coordinator works closely with School-Based Counselors and Clinical Supervisors to ensure students receive timely and appropriate mental health services. This role supports the team by managing documentation, communication, and streamlining the client onboarding process.

Essential Functions and Responsibilities:

• Initial Assessments: Conduct initial intake assessments with students and families to gather comprehensive background information, presenting issues, and mental health needs.
• Service Coordination: Work with School-Based Counselors and Clinical Supervisors to match students with appropriate counseling services, ensuring that treatment plans address individual student needs.
• Documentation and Data Management: Maintain accurate and up-to-date records for all student intakes, including consent forms, case histories, and assessment results. Ensure all documentation complies with ethical, legal, and regulatory standards.
• Referral Management: Coordinate referrals to school-based counselors or external resources based on student assessments, facilitating communication between families, schools, and counselors to ensure smooth transitions.
• Collaboration and Support: Assist School-Based Counselors by preparing case files, organizing necessary paperwork, and ensuring proper documentation is available before counseling sessions. Provide administrative and logistical support to Clinical Supervisors, including scheduling follow-ups and case consultations.
• Crisis Intake Support: In collaboration with School-Based Counselors, respond to urgent student referrals, supporting the crisis intervention process by gathering information quickly and coordinating immediate services.
• Client Communication: Serve as the primary point of contact for families and school staff during the intake process, keeping all parties informed of the next steps and ensuring a seamless onboarding experience.
• Family Engagement: Work closely with families during intake to clarify the counseling process and ensure they understand the services available, including family counseling opportunities.
• Program Support: Assist in identifying service gaps and improvements for the intake process to ensure more effective delivery of mental health services in schools.
• Compliance and Reporting: Ensure compliance with all documentation requirements, including confidentiality laws and organizational policies. Assist in preparing reports on intake metrics and service delivery outcomes.
• Support for Counselors and Supervisors: Act as a liaison between families, counselors, and clinical supervisors to ensure effective communication and continuity of care.

Education/Job Experience/Certification:

• Bachelor’s degree in Social Work, Psychology, Counseling, or a related field. A Master’s degree is preferred but not required.
• 2 years of experience in a mental health, social service, or school setting, preferably in intake or case management roles.
• Strong organizational skills, excellent written and verbal communication, the ability to manage multiple tasks, and the capacity to work with diverse populations. Experience in crisis intervention or intake coordination is a plus.

Special Knowledge and Qualifications:

• Organizational Skills: Ability to manage multiple client intakes simultaneously while maintaining attention to detail and ensuring timely service delivery.
• Communication and Collaboration: Skilled at building relationships with families, students, and school staff while effectively communicating important information and next steps.
• Empathy and Compassion: Demonstrates understanding and sensitivity to students’ and families' emotional needs during the intake process.
• Cultural Competence: Ability to work with diverse populations and manage sensitive situations with professionalism.
• Problem-Solving Skills: Able to quickly assess student needs and recommend appropriate services or referrals.

Work Environment: Primarily based at the Garfield Park office but may require occasional travel to school sites or community locations. Standard office hours with occasional flexibility required to respond to urgent intakes or crises. Interaction with students, families, and staff will require strong interpersonal and communication skills.