Intake Specialist

About the Role

The Intake Specialist serves as a patient advocate and facilitates the process that allows for access to life-changing care for members of the community. This role is the first point of contact at the facility for all patients and families seeking services, working within a collaborative team including physicians, providers, and other intake specialists.

Responsibilities

• Welcome patients and their caregivers to the facility.
• Meet with admitting patients to educate them about the admissions process and ensure a seamless transition to the appropriate program.
• Gather, confirm, and input medical, insurance, and demographic information accurately.
• Explain all Rogers programs and services to patients, families, and referents.
• Understand and explain admissions paperwork to patients/guardians, obtaining necessary signatures.
• Register patients in the Cerner system and distribute/scan all required documents for admissions.
• Conduct initial safety checks, secure patient belongings, and support or perform belongings searches when necessary.
• Manage patients in crisis, using de-escalation techniques to maintain a positive intake environment.
• Handle unscheduled admissions, including phone screenings and collaboration with Patient Access for scheduling.
• Comply with HIPAA and EMTALA regulations in the admissions process.
• Document clinical encounters clearly, accurately, and timely.
• Explain insurance coverage to patients during admission and answer related questions.
• Coordinate transfers to and from Rogers and communicate with the multi-disciplinary team as needed.
• Provide on-call coverage, including holidays and weekends, and offer clear case summaries to on-call providers.
• Collaborate with Patient Access to schedule bed assignments.
• Promote department goals, educate new staff, and ensure compliance with regulatory standards.
• Conduct admission duties, including verifying insurance benefits, completing financial forms, and securing deposits.

Qualifications

• High school diploma or equivalent required; Bachelor’s degree preferred.
• American Heart Association CPR certification within 30 days of hire, with bi-annual re-certification.
• Training in Nonviolent Crisis Intervention (NCI) within 60 days of hire, with annual re-certification.
• Mental health experience preferred.
• Computer skills, including word processing, required.
• Previous experience in insurance or billing preferred.
• Valid driver’s license preferred (Oconomowoc location only) and must meet insurable status requirements.

Skills

• Ability to manage patients in crisis and maintain a positive, welcoming environment.
• Strong communication and interpersonal skills, including tact and professionalism.
• Organizational skills to manage multiple tasks and documentation accurately.
• Flexibility with work assignments, schedule changes, and caseload volume.
• Detail-oriented with the ability to systematically review and maintain records.
• Ability to assess appropriate levels of psychiatric care and make independent decisions.
• Dependability, flexibility, and efficiency with a positive attitude.

Schedule

Tuesday & Friday 4pm-9pm and every other Saturday & Sunday 11am-9:30pm.

Physical/Mental Demands

• Ability to work effectively with patients’ families, professional staff, and hospital personnel.
• Physical requirements include lifting medical records, walking between buildings, and occasional exposure to combative patients.
• Verbal and hearing ability to interact with patients and employees.
• Numerical ability to maintain records and operate a computer.
• Physical and mental ability to perform job duties as verified by a post-employment physical exam.