Intake Scheduling Coordinator

All are welcome! People of color, people with disabilities, and LGBTQIA individuals are strongly encouraged to apply!

Washburn Center for Children is a leading children’s mental health center, caring for a wide variety of children’s needs associated with anxiety, depression, behavioral difficulties and trauma.

The 141-year-old nonprofit offers critical mental health intervention to help children - and their families - realize hope. Washburn Center for Children serves almost 4,000 children ages 0-18 and approximately 9,000 family members each year. Washburn Center’s three office locations – Brooklyn Park, Edina, and Minneapolis – serve the entire Twin Cities metro area. The nonprofit also offers in-home services, and its school-based program serves 50 schools in the Eden Prairie, Bloomington, Minneapolis, Savage, Burnsville and Eagan school districts.

The demand for therapeutic care has skyrocketed. Join our team to help children through the setbacks of life and create a better future. To learn more about how we do that work in homes, schools and clinic-based services, visit us online.

Washburn Center's Intake Scheduling Coordinator works with the rest of the Intake Team to welcome new children and their families to our services and conducts initial assessment of clients to determine their mental health needs and required level of care.  The Intake coordinator also manages the registration procedures for clients and families, as well as manage Washburn’s resources notebook.  This team works collaboratively with all the program supervisors and the administrative teams.

**Spanish speaking a preference but not required

The schedule for this role is Monday - Friday, 9 a.m. - 5:30 p.m.

Role Responsibilities

Client Assessment and Registration

·       Welcome new clients to Washburn and assign to appropriate program based on assessing the type and intensity of symptoms while also making sure the client meets eligibility requirements for the program.

·       Communicate with agencies and partners to coordinate external referrals to Washburn.

·       Communicating sensitively with families about vulnerable information that may be difficult to hear while still collecting the information necessary to assess the client's mental health needs.

·       Maintaining data privacy and HIPPA regulations while interfacing with many different people involved in a client's life and upholding the responsibility of mandated reporting.

·       Helping families determine what resources they may need if we are not the appropriate fit or if they aren't eligible and connecting them to those resources.

·       Work collaboratively to establish processes for diagnostic assessments with prospective clients and referral sources for multiple programs.

·       Perform preliminary insurance verification for both public and commercial insurance.

·       Contact supervisors for determination on case assignments, as necessary.

·       Facilitate interpreter services.

·       Manage internal referrals and screening to make sure they meet eligibility guidelines. This requires working knowledge of eligibility guidelines for all programs.

Waitlist Management and Scheduling

·       Work collaboratively with program supervisors and administrative staff to schedule diagnostic assessments for clinicians to meet client needs and agency goals.

·       Send out new client paperwork and/or benefit information in advance of first appointment.

Community and Internal Collaboration

·       Maintain resource notebook and ongoing engagement with community resources and agencies to stay up to date with other agencies’ programs and capacity.     

·       Collaborating with program supervisors to create new, efficient, streamlined processes that increase the amount of intakes scheduled and reduce wait times while still considering the needs specific to each program.

·       Managing the intake process for on-boarding of new clinicians and trainees

·       Training new clinicians in intake, scheduling, internal referrals, and calendar set-up.

·       Provide general assistance to Program Support team as needed, which may include     data entry and dictation.

• A high school diploma or GED equivalent is required; a Bachelor's degree is preferred
• At least 1-3 years of experience working in an office environment, providing administrative support
• Experience working in a clinic is preferred
• Phone experience is required
• Excellent organizational skills, including attention to detail and managing multiple tasks
• Self-motivated and independent, while able to work with supervisors, staff, and clinicians across the agency
• Spanish speaking a preference but not required

Salary Bracket: $18 - $21 per hour (Salary is based on several factors including but not limited to licensure, work experience and education)

BENEFITS at WASHBURN:

Washburn offers benefits to Full-Time benefit eligible employees comprehensive Dental, Vision, Health, Life and Long-term disability insurance.  Additionally, we offer a 403b retirement plan and a flexible benefit option (FSA). 

Vacation:  Paid Vacation accrues at 10 hours of vacation per month - up to 15 days / 120 hours annually.

Sick Leave:  Paid sick leave accrues at 6.68 hours of sick per month - up to 10 days / 80 hours.

Holidays:  There are 2.5 days/20 hours of floating holidays per year in addition to the eight standard holidays.

***Please note that Internships, Part-Time (less than 30 hours/week) and Temporary positions are NOT eligible for all of Washburn Center's benefits***

Washburn Center for Children is an EEO/AA employer: women, minorities, people with disabilities, people that hold different gender identities and expressions and veterans are encouraged to apply. Cultural responsiveness and advancing equity are essential to achieving our mission. Our core values guide how we actively heal, learn and work.

To learn more about life at Washburn and how we work together, visit us online.

Salary : $18 - $21