Administrative/Intake Coordinator

Job Title: Administrative/Intake Coordinator

Reports to: Executive Director and Clinical Director

Overview: The Intake Coordinator is responsible for greeting incoming clients of Loving Hearts of LA and collecting personal information and medical histories as well as verifying all insurance details relevant to facilitate the admission for services. The intake coordinator will also be responsible for ensuring that all incoming client inquiries and concerns are addressed timely and accurately as well as ensuring a quality, professional intake experience with the highest level of respect to ensure the dignity of our clients.

Qualifications:

• High school diploma or GED certificate
• Associates degree in Medical Office Management, Medical Staffing, Health Administration, or related field
• Two years in a patient intake, medical or mental health office environment
• Proficient computer literacy in the following; Microsoft Office & Google Docs/Spreadsheets/Calendar
• Exceptional organizational and communication skills
• Highly organized and detail-oriented.
• Strong customer service acumen
• Working knowledge of office management, filing systems & EHRs
• Knowledge of HIPAA compliance within mental health population
• Introductory knowledge of the different Medicaid MCOs
• Excellent organizational and time-management skills.
• Ability to work in a fast-paced environment.
• Knowledge of the DHH funded services
• Knowledge of Agency Policy and Procedure
• Must be willing and capable of working as a team member as an effort to improve the quality of the agency.
• Must meet with the following Documentation Requirements; Valid Drivers License, Three valid references (Employment is preference; personal will be considered), Criminal background check and security clearance and Driving history clearance

Responsibilities:

• Welcoming and managing all incoming patients to Loving Hearts of LA.
• Completing intake packets on all new clients, ensure agreements are sent to provider services, signed and client binders are created
• Coordination of telehealth care with psychiatric NP
• Be a role model for emulating the philosophy of Loving Hearts
• Answering phone and email inquiries.
• Communicate effectively with the Administrator, clients, vendors, families, support coordinators, program offices, the community, regulatory agencies and other providers of service.
• Addressing client questions and/or concerns.
• Make initial contact with potential clients within 24 hours and initial visit within 72 hours of initial contact
• Completing and managing all admissions paperwork and tracking progress digitally.
• Verifying medical insurance coverage and benefits for each patient.
• Scheduling appointments for needs and initial assessments.
• Performing clerical work, such as filing, copying, and faxing.
• Preparing client charts and home binders for proper turnover
• Complying with the Louisiana Home Health State Regulations
• Perform all office duties effectively which includes but not limited to: Telephone calls, filing, typing, mail and information processing.
• Complete, submit and distribute required reports with necessary documentation weekly and as requested
• Conduct all intakes from referrals received. Schedule all appointments for new clients and existing clients.
• Maintains strictest confidentiality; adheres to all HIPPA guidelines/ regulations.
• Maintain personal and workplace safety, hygiene and cleanliness at all times.
• Maintain an appropriate and professional workplace dress code.
• Participate and adhere to Q&A meetings and methods
• Be knowledgeable of and adept at producing effective documentation of every contact with the recipient.
• Returns calls promptly and keeps scheduled appointments with clients ensuring continuity of care.
• Participates in data collection efforts supporting the agency's processing client for either new or continued services.
• Abide by all agency Policies and Procedures
• Act as a liaison between Loving Hearts and Families, Support Coordinators, Program offices, Community, Regulatory Agencies and Other providers of service
• Other duties as assigned by the Administrator.

Skills

• Proven experience as a front-office assistant, or in another relevant administrative role
• Knowledge of computer systems (EMR software)
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Proficiency in MS Office

Physical Requirements and Work Environment:

• Occasional lifting up to up to 25 lbs.
• Continuous grasping and repetitive movement with fingers, hands, wrists, and arms
• Continuous reaching, alternating between shoulder level and above-shoulder-level height
• Frequent twisting and bending
• Occasional pushing and pulling
• Occasional climbing of ladder/step stool

Job Type: Full-time

Pay: $22.00 per hour

Expected hours: 39 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Medical office management: 3 years (Required)

Work Location: In person

Salary : $22