INTAKE COORDINATOR

Essential Duties and Responsibilities

• Receive and respond to telephone, electronic, and in-person inquiries regarding the agency's substance use treatment programs.
• Serve as an initial point of contact for prospective clients, referral agencies, hospitals, courts, probation/parole personnel, and other community providers.
• Gather demographic, contact, referral, insurance, and other information necessary to begin the intake process.
• Coordinate and schedule intake appointments, screenings, assessments, and admissions.
• Conduct Searches upon intake
• Obtain and organize required admission documentation, including identification, insurance information, referral documents, releases of information, and other required forms.
• Verify the completeness and accuracy of intake and admission paperwork.
• Assist with insurance eligibility verification and communicate benefit information to appropriate staff.
• Enter and maintain client information in the agency's electronic health record (EHR) and other required systems.
• Ensure required documents are scanned, uploaded, filed, and maintained appropriately.
• Coordinate with clinical and medical staff regarding admission requirements and client placement.
• Communicate admission decisions and next steps to clients and referral sources as directed by clinical staff.
• Assist clients with understanding the admission process, program expectations, required documentation, and next steps.
• Maintain accurate intake logs, referral records, admission records, and other tracking systems.
• Follow up with referral sources and prospective clients regarding missing documentation or incomplete admissions.
• Coordinate transportation or other admission-related arrangements when applicable and authorized.
• Maintain confidentiality of client information in accordance with HIPAA, agency policy, and applicable federal and state requirements.
• Ensure all intake documentation is completed within established agency and regulatory timeframes.
• Identify missing, inconsistent, or potentially inaccurate information and bring concerns to the appropriate supervisor.
• Work collaboratively with clinical, nursing, medical, case management, billing, and residential staff to facilitate timely admissions.
• Provide professional and respectful customer service to clients and referral sources, including individuals experiencing substance use or other behavioral health concerns.
• Maintain knowledge of agency programs, admission criteria, services, hours of operation, and referral procedures.
• Participate in audits, quality assurance activities, and record reviews as requested.
• Attend required staff meetings and agency training.
• Perform other duties as assigned by the supervisor or administration.