Intake Clerk

About the role

Arranges for the efficient and orderly admission of inpatients, and outpatients to our Partial Hospitalization and Intensive outpatient programs. Ensures that the patient information is collected and that patients are aware of hospital policies and procedures. Interviews incoming patient or representatives and enters information required for admission into computer database. Distributes appropriate information to ancillary departments. Participates in performance improvement and continuous quality improvement (CQI) activities.

Responsibilities

The role is evaluated across several competency areas: Clinical/Technical Skills (40%), Safety (15%), Teamwork (15%), Integrity (15%), and Compassion (15%).

• Accept admissions for hospital services.
• Coordinate referrals and admissions from physician offices, local Emergency Rooms, and other community referrals; pre‑admit these patients.
• Preregister patients for scheduled admissions and outpatient programs; check insurance eligibility.
• Interview patients or their representatives to obtain personal information or verify existing data, including emergency numbers and insurance information.
• Obtain signatures on Conditions of Admission, all other admission forms/consent, and initiate the advance directive process; communicate with Nursing Services when no advance directive is available.
• Start Q15 checks on all patients.
• Provide information to patients/representatives about the complaint process, patient rights, HIPAA, and visiting hours; distribute hospital‑specific literature.
• Ensure that a patient’s valuables are taken home by a family member or secured in the safe.
• Communicate appropriately and clearly with supervisor, nurse managers, co‑workers, and physicians; consult other departments as needed for an interdisciplinary approach.
• When previous arrangements have been made or a co‑payment is required, work with the Business Office to collect payments, record payment, and forward to Business Office staff.
• Maintain knowledge of hospital policies and be familiar with available hospital services; refer patients to the Business Office when financial arrangements are needed.
• Demonstrate flexibility, organization, and ability to function well in stressful situations; treat patients and families with respect and dignity while ensuring confidentiality of records.
• Maintain tracking of pending transfers; contact Telehealth Clinician within 15 minutes if at least two patients are waiting for assessments.
• Monitor on‑site assessments that likely cannot be started within the next 15 minutes and then contact the telehealth clinician for completion of assessment.
• Understand the clinical collateral process (e.g., obtaining clinical information for a transfer, responding to a fax request, etc.).
• Perform other duties as assigned by the Director.
• Strive to create a safe, healing environment; follow all safety rules; report near misses, errors, and accidents promptly; correct minor safety hazards; communicate hazards to peers and management; attend required safety programs; participate in quality projects; support a culture of safety and quality.
• Work well with others in a spirit of teamwork and cooperation; respond willingly to colleagues; build collaborative relationships with patients, families, staff, and physicians; retrieve, communicate, and present data and information verbally and in writing; demonstrate listening skills and ability to exchange ideas; adhere to Standards of Behavior.
• Adhere to established standards, policies, procedures, protocols, and laws; apply the Mission and Values of SUN Behavioral Health to personal practice; demonstrate fiscal responsibility through supply usage, ordering, and conservation; complete required trainings within defined time periods; exemplify professionalism through good attendance and positive attitude; maintain confidentiality of patient and staff information per HIPAA and other privacy laws; ensure proper documentation per federal and state guidelines.
• Demonstrate accountability for ensuring the highest quality patient care; be accepting of those in need and extend a helping hand; desire to go above and beyond for others; understand and accept cultural diversity and differences.

Qualifications

• Education required: High school diploma or GED; CPR and hospital‑selected de‑escalation technique certification. Preferred: Associate’s degree in Science; maintain education and development appropriate for the position.
• Experience required: One year of experience in a behavioral health setting.