Job Description

Job Summary:

We are seeking a highly organized and detail-oriented Intake Coordinator to join our team. The Intake Coordinator will serve as the first point of contact for clients, patients, or applicants, ensuring a smooth and efficient intake process. The ideal candidate will be able to handle confidential information, provide exceptional customer service, and work collaboratively with different departments. The Intake Coordinator will be responsible for collecting necessary information, scheduling appointments, and ensuring that all required documentation is submitted accurately and promptly.

Key Responsibilities:

• Client/Patient Interaction:
• Greet clients or patients and provide clear information regarding services and the intake process.
• Answer phone calls, emails, and online inquiries promptly and professionally.
• Schedule appointments and coordinate with relevant departments to ensure timely follow-up.
• Address client inquiries and concerns with empathy and professionalism.
• Data Collection and Entry:
• Collect and verify required intake information, including personal details, medical histories (if applicable), insurance information, and other relevant documentation.
• Ensure that all client data is entered accurately into the system, following privacy and confidentiality standards.
• Maintain organized records and update client files as needed.
• Documentation Management:
• Ensure all necessary paperwork, consents, and forms are completed, signed, and stored correctly.
• Coordinate with clients to obtain missing or incomplete documents.
• Maintain up-to-date knowledge of all required documentation for intake purposes.
• Collaboration:
• Work closely with other team members and departments (e.g., healthcare providers, administrative staff, case managers) to ensure the smooth processing of intake cases.
• Provide necessary information to other departments to facilitate the next steps in the process (e.g., scheduling medical tests, setting up appointments).
• Coordinate with external vendors, insurance providers, or agencies as needed.
• Quality Assurance and Compliance:
• Ensure compliance with all relevant regulations, including HIPAA (for healthcare settings) or other industry-specific laws.
• Perform regular audits of intake forms and documentation to ensure accuracy and completeness.
• Assist with resolving discrepancies or issues related to client or patient intake.

Qualifications:

• Previous experience in a healthcare, social services, or customer service environment is a plus.
• Strong attention to detail and ability to handle sensitive information.
• Excellent communication skills, both written and verbal.
• Proficiency in using office software (Microsoft Office Suite, etc.) and data entry systems.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Knowledge of HIPAA and confidentiality regulations (for healthcare-related positions) is highly desirable.
• Bilingual abilities (if applicable to the position or location) are a plus.

Skills Required