The Lead Intake Coordinator position leads and facilitates the intake process for new clients seeking mental health services, and involves collecting consumer information, communicating effectively with consumers and staff, and ensuring a smooth transition into mental health services in compliance with ethical, legal and regulatory requirements of the Medicaid services system. RequirementsResponsibilities:
- Optimize the intake process as needed to enhance efficiency, accuracy, and client satisfaction.
- Develop, implement, and update intake policies and procedures, ensuring alignment with organizational objectives.
- Collaborate with cross-functional teams to address bottlenecks and integrate improvements.
- Ensure intake processes adhere to all relevant company policies and regulatory standards
- Implement quality control measures, regularly reviewing files, documentation, and procedures.
- Maintain accurate records and oversee documentation, ensuring data integrity and compliance.
Intake Coordination
- Receives and coordinates all referrals to include notification of insurance providers for prior authorization and services covered.
- Complete all charts for consumers and families and requesting information for completion of chart within 14 days.
- Complete intakes within 24 hours of seeing consumer and input information in all trackers as necessary.
- Responsible for attending to all the rules and regulations of the agency, state, and federal statues, and attending to rules of confidentiality/HIPAA, quality improvement, medical records, finance, etc. of the agency (including delivery of service to consumers under best practice models).
- Monitor the mental and physical health needs of the clients and report any report concerns to supervisor.
- Remain current on all required trainings (CPR, seizure management, first aid, NCI, best practices, medication administration, etc. as required by state rules).
- Assist with Beacon as needed.
- Submit mileage reimbursement by filling out appropriate forms.
- Assist with front desk coverage as needed.
- Collaborate weekly with the auditor and office manager to ensure consumer files and information are up-to-date and in compliance.
- Create and maintain crisis binder for Case Management and Therapy team.
- Complete discharge/no service for non-contact consumer.
- Participate in off-site intake activities as needed.
Supervisory responsibilities
- Supervise, mentor, and provide training to Intake Coordinators, promoting a collaborative and productive work environment and ensuring they are well-integrated and informed about departmental policies.
- Conduct weekly non-clinical documented supervisions and regular performance evaluations, set individual and team goals, and identify areas for professional growth.
- Act as a resource and support for staff in resolving complex or escalated issues
- Organize and lead regular team meetings to address updates, share best practices, and resolve challenges.
Communication: •Work with a team approach with other employees to ensure agency compliance. •Report critical concerns and problems to Supervisor in a timely manner and actively seek Supervisor's input and assistance to resolving the concern. •Follow chain of command when encountering problems or other areas of need and correct problems requested. •Solicit and cooperate with assistance of all support staff. •Actively participate in an appropriate manner with the decision-making process as pro-active team member and cooperate with team's decision, whether programmatic or clinical. •Provide coverage on-site or as assigned by the needs of the agency. •Attend staff meetings, planned in-service training, on-going training and any other regular or assigned meetings. •Responsible for any equipment assigned in order to perform duties. •Facilitate flow of information. •Perform any other job-related duties as specified by a supervisor. Qualifications
- Completion of at least a high school diploma or equivalent.
- Must have reliable transportation to office and surrounding neighborhood.
- Minimum of 3-year experience working in a community health setting.
- Have an understanding on general intake coordination, customer onboarding, or related field, with at least 1 year in a supervisory or lead role, ideally within community health setting
- Must be at least 18 years of age, be able to read, write, understand, and follow directions,
- Must have no substantiated findings of abuse or neglect listed on IL Health Care Registry, and no criminal convictions.
- Reporting skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management, Inventory Control, Verbal Communication.
- Strong leadership and team management abilities, with experience coaching and developing staff.
- Excellent organizational, analytical, and problem-solving skills.
- High level of interpersonal and communication skills, both written and verbal.
- Ability to work effectively under pressure and manage multiple priorities.