REQUIRED: Bilingual in English/Spanish

The Intake Coordinator is responsible for providing customer-friendly initiation to ensure that clients have the easiest and most comfortable experience getting themselves the help they need. The Intake Coordinator receives, processes, and schedules requests for services, screens requests for services, and represents BestCare to those seeking services from the organization. This role requires the ability to act independently with a sense of urgency and the confidence to handle a variety of challenges. All services provided will be person-centered and culturally competent, with demonstrated patience and flexibility based on the clients’ needs, as well as awareness of culturally appropriate behavior and its effects on the responses of clients.

QUALIFICATIONS

EDUCATION AND/OR EXPERIENCE REQUIREMENTS:

• High School Diploma (or equivalent) required Level II – Some college courses in related field

• Level I – 1-2 years’ experience in a medical office, behavioral health, ambulatory care, or similar setting

   Level II – 3+ years’ experience in a medical office, behavioral health, ambulatory care, or similar setting

LICENSES AND CERTIFICATIONS:

• Must maintain a valid Oregon Driver License or ability to obtain one upon hire, and be

insurable under the organization’s auto liability coverage policy (minimum 21 years of age and

with no Type A violations in the past 3 years, or three (3) or more Type B violations)

• Current CPR and First Aid certification or ability/commitment to obtain within 60 days

PREFERRED:

•CADC-I or QMHA-I certification a plus

ESSENTIAL FUNCTIONS

1. Provides initial contact with all referral clients which may include initial interviews with all clients for either self- or professional referrals

2. Reviews clinical and financial information on all client referrals to verify eligibility for coverage;

3. Follows protocols for proper authorization and processing of all referrals and networks with referring agencies and clinicians to meet the needs of each client;

4. Answers and creates professional emails daily, documents outreach to clients, and documents all referral outcomes, and maintains congregate care waiting list/referral list.

5. Follows up on the referrals in a timely manner to ensure that appropriate care is received, client Is prepared for intake, and understands the detox process;

6. Communicates with patients in a timely basis for all scheduling requirements and meets with family members when needed to explain treatment options, which will include what treatment is and financial information, if appropriate;

7. Enters all referral, hospital, outpatient, and other patient specialty health service information accurately into the EHR according to agency policies and procedures;

8. Establishes a rapport with incoming clients;

9. Schedules clients for detox intake;

10. Ensures all referrals with co-occurring mental health or medical concerns are staffed with the treatment team, including medical/nursing staff when applicable, to determine that all entry criteria have been met;

11. Obtains the necessary information to facilitate authorization for insurance pay clients and provide the needed information and contacts to the clinical staff upon prior to entry into the program;

12. Discusses treatment and fee agreements for self-pay clients' contracts prior to entry. When the client enters the program provides the needed information to the office and clinical staff;

13. Tracks census and monitors all beds for both state-funded beds and the private sector, to maintain the proper ratio of beds available;

14. Provides daily status updates to staff during the staff meeting each morning to coordinate aftercare placements;

15. Works closely with the billing department and individual counselors to ensure billings and private payments are completed as required;

16. Answers multi-line phone system efficiently and professionally, transfers calls, and takes/delivers messages as needed;

17. Provides other administrative support including collecting payments, verifying insurance pay sources, verifying demographic information, at time of client admission obtains client consent forms and releases of information, provides timely nonclinical notification to the referring agency confirming client admission into congregate care, scanning client records into EHR system, and prescreening mail and faxes;

18. Participates in team meetings for administrative purposes, to take notes and coordinate projects with the larger team;

19. Creates, maintains, and enters information accurately into databases and EHR system;

20. Other related duties as assigned.