Intake Coordinator

Loving Hearts Social ServicesJob Description: Intake Coordinator — Mental Health Rehabilitation (MHR)

Reports to: Clinical Director
Department: Behavioral Health Services
Position type: Full-Time

Position summary

The Intake Coordinator provides administrative and front-office support for Loving Hearts Social Services’ behavioral health programs. The position coordinates referrals, intake appointments, records, correspondence, reporting, and assigned quality-assurance activities.

The role supports services such as Community Psychiatric Support and Treatment (CPST) and Psychosocial Rehabilitation (PSR). It is an administrative position and does not authorize the employee to perform clinical assessments, make clinical decisions, provide billable clinical services, or complete work requiring a professional credential. Louisiana identifies CPST and PSR as Mental Health Rehabilitation services within its Medicaid behavioral health program.

Essential duties and responsibilities

• Coordinate day-to-day administrative activities supporting clinical services.
• Receive referrals, collect and route administrative intake information, and schedule appointments for prospective and current clients.
• Greet visitors; answer, route, and return calls; and direct questions to the appropriate staff member.
• Maintain client records in the agency’s electronic health record (EHR) and other approved systems, following agency procedures for accuracy, access, retention, and confidentiality.
• Prepare, organize, and distribute assigned reports and supporting documentation on required schedules, including weekly or quarterly reporting.
• Conduct assigned quality-assurance calls or visits only as trained and authorized. Document contacts, compile findings for supervisor review, and promptly escalate clinical, safety, complaint, or urgent concerns.
• Coordinate psychiatrist clinic days, including appointment schedules, chart preparation, supplies, and follow-up scheduling.
• Provide clerical support to MHPs and other authorized staff, including typing, filing, faxing, copying, mail handling, and appointment coordination.
• Track intake and service-related paperwork and route forms, authorization materials, and other required documents to the staff responsible for review and completion.
• Document administrative contacts accurately and promptly.
• Support authorized data-collection and record-readiness activities, and report missing or overdue information to the appropriate supervisor.
• Handle protected and confidential information in accordance with HIPAA, applicable laws, and agency privacy and security procedures.
• Attend required staff meetings, training, and quality-assurance activities.
• Follow agency policies and procedures and perform other related duties as assigned.

Minimum qualifications

• High school diploma or GED.
• At least two years of administrative or front-office experience in a medical, behavioral-health, or comparable service setting.
• Proficiency with Microsoft Office or similar software, email, internet tools, office equipment, and electronic records systems; ability to learn the agency’s EHR.
• Strong organizational, time-management, written and verbal communication, customer-service, and problem-solving skills.
• Ability to work collaboratively and handle confidential information appropriately.
• Ability to meet applicable background-screening and other employment requirements, consistent with law and agency policy.
• Current valid driver’s license if driving is an essential function of the position.

Preferred qualifications

• Experience with behavioral-health referrals, appointment coordination, electronic health records, Medicaid-related administrative records, or quality-assurance support.
• Familiarity with Louisiana MHR terminology, including CPST and PSR, and willingness to complete required agency training.

Physical requirements and work environment

This position is primarily office-based and involves regular computer, telephone, and records-management work. Duties may occasionally require lifting or moving items up to 25 pounds, repetitive hand and arm movements, reaching, bending, twisting, pushing or pulling, and using a step stool or ladder. Reasonable accommodations will be considered as required by law.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Experience:

• Medical office management: 3 years (Preferred)

Work Location: In person