Intake Coordinator - Part Time

Qualifications: High school diploma or equivalent. Bachelors or Associate degree in social or behavioral science or closely related field strongly preferred. Non-profit organization experience and work history within child serving systems preferred.  Three years customer service preferred.

Duties & Responsibilities/Principal Activities:

• Provides information, referrals, advocacy, and support to inquirers who contact the agency via telephone, email, or internet.
• Completes intake and documents contacts in Qualifacts Point of Entry database.
• Ensures callers are linked to resources and information necessary to address needs either directly or through referral to TNV programs.
• Disseminates resources and other informational documents to inquirers.
• Gathers pertinent documents (IEPs; Release of Information, Permanency Plans, reports) as may be required for service delivery.
• Distributes, maintains monthly satisfaction surveys and survey monkey questionnaire, and runs monthly and quarterly reporting on surveys.
• Coordinates with staff and assists with scheduling service visits and collecting payment for services as applicable.
• Assist with gathering information and processing the release of medical records.
• Ensure proper front desk coverage, answering phone calls and greeting guests.
• Responsible for implementing and assuring building maintenance/needs are met.
• Oversees and assures timely and accurate ordering of supplies.
• Work closely with the Clinical Director, VP of Programs and Clinical Providers to accomplish program goals and objectives.
• Knowledge of the service area and of TNV clinical resources for youth, families, and adults.
• Facilitate each client’s progress through the complete intake process, referral to program engagement.
• Assist with gathering all information for Behavioral Health Safety Net (BHSN) and enter into EHR as well as State Portal to manage BSHN admissions.
• Assist with the facilitation of internal referrals and manage special request of outpatient service recipients by reviewing staffing availability in other TNV programs.
• Assist with the scheduling for all clinical services for service providers, including therapy, psychiatry, and intake services and adjust need to accommodate service recipients and service provider using Microsoft Office and electronic health record software.
• Assist with the scheduling phone line and be available during business hours to take calls pertaining to scheduling and medical records.
• Enter all service recipient information in EHR system, scan all new service recipient medical records into EHR system and ensure accuracy of patient information, demographics, insurance and any additional information.
• Assist with verifying insurance information through use of TN Anytime, Availity, UHC Portal and other provider portals as necessary and input into EHR.
• Assist with verifying and confirming copay information and coinsurance information for all commercial insurances and enter into EHR.
• Follow up with referrals for TN Voices within 24 business hours of receipt of referral.
• Communicate with referrals about initial paperwork and obtain all necessary releases of information for clients to begin services with TN Voices and scan that paperwork into the EHR.
• Work with Clinical Director to receive referrals for medical records and provide appropriate follow-up with referrals to send out required paperwork.
• Demonstrate enthusiasm for all services of TNV and be fully knowledgeable about the regions where services are provided, and benefits of TNV services.
• Adhere to establish Security/Confidentiality and HIPAA guidelines while handling all protect service recipient information and ensure that we conform to CARF standards applicable to the services provided.
• Provide direct service delivery as assigned.
• Monitors and disseminates correspondence received via email, fax, or postal service.
• Other duties and/or tasks as assigned.

Skills & Knowledge Required:

• Excellent collaboration, exemplary customer service, and time management skills.
• Knowledge of the developmental, mental, emotional, relational, and social needs of children, youth, and young adults.
• Ability to effectively communicate to various internal and external audiences both in person, and through various electronic media.
• Desire to help and support individuals, parents of youth and adolescents with strong customer service skills.
• Commitment to system of care principles, cultural competency & effective teamwork.
• Proven ability to train and provide leadership.
• Strong written and verbal communication skills
• Demonstrated ability to work independently and efficiently.
• Strong computer and organizational skills.
• Proficient in Microsoft Office.
• Proven ability to implement procedures and problem solve.
• Sound, rapid decision making and consulting skills.
• Ability to travel, access to reliable transportation and current auto insurance required.
• Access to reliable home internet service required.