What are the responsibilities and job description for the Outpatient Intake Coordinator position at Ramey-Estep / Re-group?
Function:
The Outpatient Intake Coordinator (OPIC) oversees and manages the client intake process to ensure timely, accurate, and compliant referrals. This role includes assessing client needs, maintaining detailed records, and collaborating with internal departments and external referral sources. The OPIC trains and supports the outpatient intake team, monitors workloads, ensures service eligibility, and guides complex cases.
Organizational Duties & Responsibilities
The Outpatient Intake Coordinator (OPIC) oversees and manages the client intake process to ensure timely, accurate, and compliant referrals. This role includes assessing client needs, maintaining detailed records, and collaborating with internal departments and external referral sources. The OPIC trains and supports the outpatient intake team, monitors workloads, ensures service eligibility, and guides complex cases.
Organizational Duties & Responsibilities
- The primary responsibility of all staff is to ensure the safety and well-being of all Ramey-Estep/Re-group (RE) clients.
- Supports the mission, vision, and values of RE. Facilitates and adheres to the agency’s code of ethics, policies, and procedures.
- Supports all functions that attain and maintain accreditation and compliance with regulatory agencies.
- Supports and facilitates positive interaction with clients and staff by exhibiting both in-office and in-public when carrying out job duties: individual maturity, respect for others, a team-centered approach, maintenance of confidential information, and awareness and sensitivity to cultural and other differences in clients and staff.
- Exhibits effective communication skills, including proper use of agency communication systems.
- Participates in appropriate professional development programs to attain and maintain competency.
- Effectively manages financial and physical resources to achieve the mission of RE.
- Reports incidents of abuse or potential abuse involving clients to the appropriate authorities and RE.
Essential Duties and Responsibilities
Education:
- Manage and perform timely intake processes for client referrals, ensuring compliance with all regulations and policy guidelines.
- Assess the needs of clients and families to determine eligibility and appropriate services.
- Communicate effectively and empathetically with clients, families, and guardians throughout the intake process.
- Maintain accurate records of client insurance, referral source details, and service coverage eligibility.
- Build and maintain professional relationships with referral sources to support ongoing collaboration.
- Maintain a database to track referral trends, sources, and relevant contact information.
- Serve as a liaison between the intake team and other departments (e.g., KSTEP, school-based services, IOP) to ensure a coordinated response to referrals.
- Supervise, train, and support intake team members, stepping in to share responsibilities when needed.
- Monitor workloads and scheduling to ensure efficient referral assignment and coverage of work hours.
- Guide complex cases to support timely assessments and smooth processing.
- Ensure quality and accuracy in all aspects of the intake process, including documentation and compliance with service standards.
- Conduct regular chart reviews to confirm accuracy and completeness for billing and service delivery purposes.
- Update/maintain Intake Specialist Protocols, including procedure guides for SUD, outpatient, day treatment, and court-related referrals.
- Participate in Intake/Registration Process Improvement meetings and implement action items accordingly.
- Collaborate with the Accounting Department to streamline processes related to intake and billing.
- Provide leadership with regular updates regarding therapist assignments, waitlists, and departmental changes.
- Promote a positive image of the organization to the public and partnering agencies.
- Perform other duties as assigned.
Working Conditions/Environment:
- Shift is generally day shift, Monday–Friday, 9-5.
- Holidays, weekends, and extra hours may occasionally be required.
- Office setting with extensive computer usage.
- A fast-paced environment with the need for quick decisions to deal with any crisis that may arise.
Education:
- Bachelor's Degree in a related field from an accredited school is required.
- Previous experience in community-based is preferred.
- Must be at least 21 years of age.
- Technical requirements include proficiency with Microsoft Word, Excel, PowerPoint, and other applications that the organization or regulatory agencies use.
- Excellent attention to detail and ability to work independently.
- Must demonstrate a high degree of flexibility and coordinate multiple priorities effectively.
- The capability to effectively handle confidential data on time.
- Must also be able to interface well with all departments in a highly professional manner.
- Ability to understand and relate to the needs of clients from diverse backgrounds.
- Ability to read, write, and converse in English.
- Successful completion of a pre-employment drug screen.
- Successful completion of background screening.
- Successful completion of a TB skin test or proof of a negative chest x-ray or other documentation.
- Successful completion of Excellent Foundations.
- Maintain 40 hours of annual training.
- The physical requirements described here represent those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- While performing the duties of this job, the employee is regularly required to stand, walk, talk, hear, and smell. The employee frequently is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, and climb stairs. The employee is occasionally required to climb, balance or run. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.
- This position will oversee the process of Intakes and Referrals and supervise the OP Intake Specialists.
