What are the responsibilities and job description for the Intake Coordinator position at The Hope Institute - Treatment Center?
Job Summary
The Intake Coordinator is responsible for facilitating a smooth and supportive onboarding process for new clients, including providing case management services. This role involves collecting and verifying client information, explaining program expectations, addressing emotional concerns, and coordinating with clinical staff to ensure clients and their families feel confident and supported. Knowledge of KIPU EMR and CADC certification are highly valued. The ideal candidate is empathetic, organized, and skilled in managing sensitive client interactions.
Key Responsibilities
- Serve as the first point of contact for new clients, ensuring a compassionate and professional experience.
- Conduct comprehensive initial screenings to gather client information, including medical, mental health, substance use history, and insurance details.
- De-escalate potential emotional distress associated with transitioning into a new environment by actively listening, validating client concerns, and providing reassurance.
- Clearly explain program expectations, daily schedules, and rules to help clients adjust to their new environment and set them up for success.
- Engage with clients’ families or support systems during the intake process, providing updates and answering questions to foster a collaborative support network.
- Collect and document all case management needs, including transportation, housing, legal issues, employment, or other social determinants of health, and connect clients with appropriate resources.
- Input and maintain accurate, detailed client records using KIPU EMR.
- Verify eligibility for services and coordinate with insurance providers to confirm coverage.
- Schedule initial and follow-up appointments, ensuring clients understand next steps and required documentation.
- Act as a liaison between clients, families, and clinical teams to ensure a smooth transition into ongoing care.
- Handle confidential client information in compliance with HIPAA regulations and organizational policies.
- Assist with data collection and reporting to support program evaluation and improvement initiatives.
Qualifications Required:
- High school diploma or equivalent; Associate’s or Bachelor’s degree in a related field preferred.
- Previous experience in an administrative, customer service, or healthcare role.
- Strong conflict resolution and de-escalation skills, with the ability to manage sensitive emotional situations effectively.
- Familiarity with KIPU EMR or similar electronic medical record systems.
- Strong organizational skills with attention to detail.
- Excellent communication and interpersonal abilities to engage effectively with diverse populations.
- Proficiency in Microsoft Office Suite and general computer systems.
- Understanding of HIPAA regulations and client confidentiality protocols.
Preferred:
- Certified Alcohol and Drug Counselor (CADC) certification or actively pursuing certification.
- Prior experience in mental health or substance abuse treatment services.
- Bilingual abilities are a plus.
Working Conditions
- Office setting with standard hours, with occasional evening or weekend shifts as needed.
- Frequent use of computer systems and telecommunication tools.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $45,000 - $55,000