INTAKE SPECIALIST

Position Purpose

The Intake Specialist provides services in a responsive, compassionate, and respectful manner, demonstrating sensitivity to each individual’s presenting issues and unique circumstances. The role includes educating participants about available services, program expectations, and the full range of treatment options to empower informed decision-making. In addition, the Intake Specialist collaborates closely with outside funding sources to secure both initial and ongoing treatment authorizations, ensuring timely access to care and continuity of services.

Clinical Responsibilities

• Organize and follow up with the Waiting List
• Evaluate Prospective Clients (DDAP screening)
• Review prospective clients with the supervisor
• Submit prospective clients for Director and medical approval
• Review the Doctor’s schedule and coordinate intake appointments accordingly
• Complete Initial Paperwork with Client, including COE documentation where appropriate
• Consent Forms
• Initial Treatment Plan
• ASAM
• Coordinate with Fiscal re: Fee Agreements
• Policies & Procedures

Intake Productivity Expectation

Intake productivity expectation to be scheduled out for 18 hours a week for intakes, subject to change as needed.

Responsible for Authorizations for Funding Source

Responsible for authorizations for funding source

Documentation Responsibilities

• Compile Patient Chart
• Add Patient to Smart Management System
• Follow through on dual enrollments for the incoming clients
• Manage the dual-enrollment forms for other clinics
• Make necessary changes to the chart based on the completed Intake Chart
• Audit
• Complete required treatment notes/patient contacts as applicable

General Administrative Duties

• Assist staff with filing/scanning documentation into the patient's electronic health record
• Auxiliary with CQI coordinator with data entry
• Auxiliary with care coordination efforts/follow-up with referring agencies
• Auxiliary with front desk coverage
• Coordinate with the Director on outreach efforts/advertising efforts for patient recruitment

Other Responsibilities

• Complete the 30-Day Follow-ups
• Discharge Paperwork on unassigned clients
• Manage all the incoming courtesy dosing
• As assigned by the Director to ensure continuity of care and foster a supportive, nurturing environment for growth

Job Qualifications and Competencies

• Bachelor’s degree or equivalent experience in social service or medical field, preferred.
• One year of prior work experience.
• Prior intake/admission experience preferred.
• Proficient knowledge of Microsoft Office (Excel, Word, PowerPoint).
• Ability to express complex information in a clear and concise manner.
• Strong critical thinking, analytical, and problem-solving skills.
• Hightly organized and strong attention to detail.

Vehicle Requirements

• Current driver’s license, driver registration, and a functional vehicle

Equipment Operations

• Telephone: Cellular - Multi-line, Calculator, Copier, Fax, Computer
• Computer Software Applications

Software Knowledge

• Knowledge of Office software programs

Physical Demands

• Maintain and abide by OSHA requirements and guidelines
• Observes all Fire and Safety Policies and Procedures
• Observes all Fiscal/Office/ HR Personnel Policies and Procedures
• Observes all HIPAA Policies and Procedures and maintains confidentiality

Accident, Health Hazard and Security Knowledge

• Bloodborne Pathogens
• Right To Know
• HIPAA
• Security Acts
• Fire & Safety Environment

Environment(s)

• Modern, well-lit office facilities in multiple locations
• Multiple levels of stairs with access by elevator