Intake Coordinator/ Office Administrator

Position: Intake Coordinator/ Office Administrator

Reports To: Managing Partners

Purpose: Enhances the Executive team's effectiveness by providing administrative and billing support.

Qualifications: Understanding of organizational structure, scheduling, time management, reporting skills, travel logistics, verbal communication, Microsoft Office

Client Intake:

Manage the intake process for incoming clients within the company

Ensure tracking of referrals are completed within the company guidelines

Assisting clients with the admissions paperwork

Entering client information into E.H.R. Sharenote

Verifying health insurance coverage related to services

Fielding calls and emails from clients, providers and insurance companies

Scheduling procedures, consultations and other services

Administrative:

Attend weekly meetings and be ready to report and submit staff productivity and intake numbers of new clients.

Receptionist duties: Greeting visitors and directing them to the right office or department, receiving and sorting mail, and managing outgoing mail, answering phones, responding to emails, and preparing documents like presentations, memos, and office correspondence.

Meetings and appointments: Coordinating meetings and appointments

Supplies: Tracking invoices and office budgets, and providing assistance with other budgeting and bookkeeping activities, maintaining office supplies inventory and requesting new supplies when needed

Records and documentation: Maintaining records, documentation, and files of clients during the intake process

Order food for various events

Community Outreach:

Assist with planning, directing, or coordinating activities designed to create or maintain the public image or raise awareness of organization by attending events in the community

Order marketing supplies for the Dallas Outreach Team

Ensure that the Executive Leadership Team is provided with accurate census information throughout the week.