Intake Coordinator

The Intake Coordinator is a pivotal administrative support role focused on streamlining the referral, intake, and onboarding process for clients at the Center for Resilience (CFR). This role bridges the gap between administrative support and clinical services to ensure timely, accurate, and client-centered intake experiences. The Intake Coordinator is instrumental in reducing the administrative burden on clinicians, improving workflow efficiency, and enhancing client engagement from first contact through initial appointment scheduling. This position will require working Monday and Friday from 8:30 a.m. to 5:30 p.m., and Tuesday through Thursday from 10:00 a.m. to 7:00 p.m.

*This position will remain open until filled

Duties and Responsibilities:

• Manage and track incoming referrals via phone, fax, email, and electronic systems
• Follow up with clients and referral sources to confirm intake documents, confirm insurance information in coordination with our biller, and initial appointments
• Conduct initial contact calls to confirm demographics, insurance, and scheduling needs
• Review, collect, and scan required intake documents; confirm completion and signatures
• Utilize and help manage the InSync Patient Portal to collect digital paperwork and assessments when available
• Verify insurance eligibility in collaboration with CFR Billing person
• Ensure copays are run and deposit slips are prepared at end-of-day (EOD)
• Input insurance verification information into the InSync patient chart
• Provide cross-coverage for front desk responsibilities during high traffic times or staff absence
• Greet and check-in/out clients in a trauma-informed, relational manner as needed
• Troubleshoot client issues including telehealth, transportation, and navigation support
• Answer phones, 3CX, Teams, and email, throughout the day
• Upload intake paperwork, assessments, and forms into InSync system
• Assist with ROI processing and records scanning
• Maintain accurate and timely updates to client charts
• Support clinicians by preparing intake folders and ensuring proper documentation is available
• Help maintain waitlist notes and pre-waitlist entries
• Assist with data collection and reporting as needed and provide administrative follow-up support
• Support the implementation of workflows and process improvements related to intake
• Participate in weekly and monthly team meetings, providing updates and feedback on process needs
• Monitor and restock supplies, snacks, and printed forms
• Assist with breakroom and front office cleanliness and readiness
• Coordinate with vendors as directed for facility needs or repairs
• Complete supply inventory and submit purchase requests to Clinical Operations Manager

Knowledge, Skills and Abilities:

• Strong interpersonal and communication abilities with trauma-informed sensitivity
• Exceptional attention to detail and organizational skills
• Ability to multitask in a fast-paced, emotionally demanding environment
• Demonstrate ability to maintain confidentiality and professional boundaries

Required Education and Experience:

• High school diploma or equivalent required; associate or bachelor’s degree preferred
• Minimum of 2 years of administrative experience, preferably in a behavioral health or clinical setting
• Proficiency in Microsoft Office Suite, electronic health record systems (EHR), and communication platforms
• Familiarity with insurance verification processes and HIPAA regulations

Preferred Education and Experience:

• Experience using InSync or similar EHR systems

Physical Requirements:

• Must be able to sit at a desk and work on a computer for extended periods (up to 6-8 hours a day) 
• Occasional lifting (up to 20 lbs) may be required for tasks such as restocking office supplies, managing client files, and organizing paperwork
• Frequent use of hands for typing and entering data into electronic health record systems (EHR) and other communication platforms
• Must be able to visually review documents, check in patients, and communicate effectively over the phone and via email, requiring clear sight and hearing
  Ability to bend, reach, and retrieve office supplies, files, or other materials stored in filing cabinets, shelves, or storage areas
• The role requires the ability to remain calm and maintain focus during high-traffic periods or in emotionally demanding situations, which may require physical stamina and emotional resilience

Rate of Pay:

Full time, nonexempt

$22.00 - $23.00 per hour DOE

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• 401(k) with company match
• Prestige Urgent Care Membership
• Paid Time Off

Who are we:

One SAFE Place and Children’s Legacy Center are separate legal entities. Arch Collaborative is a fictitious business name (DBA) of Children’s Legacy Center. Under the DBA Arch Collaborative, and a signed management services agreement, Children’s Legacy Center assist’s One SAFE Place with operations and enhances OSP’s impact. By creating Arch Collaborative, and working alongside other organizations with similar heartbeats, we have created a network of organizations that respond effectively to trauma, violence, and exploitation in our community while maintaining the legal status of each organization

Children’s Legacy Center and One Safe Place are At-Will Employer

Children’s Legacy Center and One Safe Place are Equal Opportunity Employers

Salary : $22 - $23