Position Summary

The Diagnostic Intake Specialist plays a crucial role in coordinating and managing the intake process for diagnostic assessments (initial and re-evaluations) at Centria. The Diagnostic Intake Specialist is responsible for ensuring a smooth and efficient flow of clients from the initial referral stage through the completion of the diagnostic assessment. The Diagnostic Intake Specialist maintains a close connection with Clinicians completing the diagnostic assessments to ensure that schedules are full and assessments are completed in accordance with payor requirements. In addition, they work with payors and referral sources to monitor needs and maintain timely access to services. Further, the Diagnostic Intake Specialist is responsible for reporting on Clinician productivity and trends in service delivery.

Success Measures

Success measures include adherence to Centria’s policies, flawless execution of tasks, a timely, positive customer service experience for team members, and a high level of compliance. Success also includes meeting or exceeding personal qualitative and quantitative key performance indicator (KPI) metrics.

Duties and Responsibilities

1. Referral Management
   • Receive and review referrals for diagnostic assessments from various sources, such as payors, community mental health providers, physicians, psychologists, educators, and other professionals.
   • Maintain a list of current clients in need of re-evaluations and schedule appointments in accordance with re-evaluation guidelines.
   • Ensure all necessary information and documentation is included in the referral, and request any missing information from the referring party if required.
   • Maintain accurate records of all incoming referrals and track their progress throughout the intake process in relevant systems (e.g., Salesforce, CareConnect).
2. Client Communication
   • Serve as the primary point of contact for clients throughout the entire assessment process.
   • Contact clients or their legal guardians to schedule appointments for assessments in a timely manner.
   • Provide detailed information about the assessment process, including any necessary preparations and requirements.
   • Address any concerns or questions clients may have regarding the assessment process and provide appropriate support and guidance.
   • Confirm appointments with clients one week prior to scheduled date.
3. Coordination and Scheduling
   • Collaborate with assessment team members to schedule assessments based on the availability of staff and assessment facilities.
   • Ensure efficient utilization of resources by maximizing the number of assessments conducted within the available time slots.
   • Maintain a well-organized schedule and communicate any changes or updates to clients and assessment team members in a timely manner.
   • Relay any important information about the client and the appointment to psychologists (e.g., interpreter to be present, mobility concerns).
4. Documentation and Record-Keeping
   • Create and maintain accurate and confidential client files in relevant systems (e.g., SalesForce, CareConnect), including personal and demographic information, referral details, assessment reports, and other relevant documents throughout the assessment process.
   • Ensure compliance with privacy regulations and best practices for handling sensitive client information.
   • Distribute reports and summaries of assessment appointments, as required by internal policies or external stakeholders (e.g., upload reports to portals, send copies to families).
5. Team Collaboration
   • Collaborate closely with the assessment team to provide them with the necessary information and resources for conducting diagnostic assessments.
   • Communicate effectively with team members to ensure a coordinated and efficient workflow.
   • Act as a liaison between the assessment team and external stakeholders, such as referring professionals, to facilitate information sharing and coordination.
   • Work with clinical leadership to provide regular reports on clinician productivity, capacity, and adherence to established standards.
6.  Compliance with Centria’s Code of Conduct, policies and procedures, and Federal and State laws.
7.  Responsibility to report violations of Company policies or the Code of Conduct.

Rate

$19-25 an hour

Qualifications

Education

Bachelor's degree in psychology, social work, counseling, or a related field desirable

Work Experience

• Minimum 2 years of related administrative experience is required.
• Experience in operations, or similar fields is strongly desired.
• Key personal qualities include professionalism, resourcefulness, creativity, attentiveness to details and follow-up.
• Excellent interpersonal and written communication skills.
• Detail oriented, self-motivated team player.
• Strong administration, organization, project management, and time management skills.
• Ability to work in a fast-paced work environment with multiple priorities.

Equipment and Technology Requirements

• Working knowledge of laptop/desktop PC
• Proficiency in Microsoft Suite (Word, Excel)
• Proficiency in G Suite (Gmail, Drive, Docs, Sheets, Google Meet)

Other Competency Requirements

• Ability to follow written instructions
• Ability to use computers and computer/software programs
• Ability to communicate expressively and receptively

Knowledge and Skills

• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Attention to detail and ability to maintain accurate records.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency in using computer systems and software for documentation and scheduling purposes.

Working Conditions

• Centria's office hours are Monday through Friday from 8:30 AM – 6:00 PM.
• Additional time or occasional shift in schedule may be required to complete the above work or meet company objectives.

Physical Demands

While performing the duties of this job, physical requirements such as bending, reaching, lifting, pushing, or pulling up to 30 pounds may be required. This role will require sitting most of the day as well as walking and standing periodically. This role may require close visual acuity on computer screens or monitors and the ability to analyze data and figures on a screen.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, Veteran status, or disability status. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities, or working conditions associated with the position. Centria reserves the right to amend this job description at any time, with or without written notice.