Intake and Administrative Coordinator

Metropolitan Family Services•Chicago, IL

1d•$44,000 - $50,000

About The Position

Metropolitan Family Services (MFS) is hiring an Intake and Administrative Coordinator for its Metropolitan Peace Academy office. The role supports Behavioral Health Services (BHS) within the Communities Partnering 4 Peace framework, which brings community-driven strategies together to reduce violence and gang activity through both crisis response and proactive prevention. The coordinator provides welcoming, culturally responsive, trauma-informed intake and referral services; supports administrative and documentation compliance; assists staff with EHR and billing workflows; and serves as a liaison between BHS, community partners, Information Systems, and software vendors. The position also supports participant records, program metrics, reporting, staff onboarding and training, system requests and testing, and workflow improvements. It requires travel between sites and driving. The anticipated starting salary is $44,000–$50,000 annually, depending on the candidate’s skills and experience.

Requirements

Bachelor’s degree in Social Work, Psychology, Counseling, Human Services, Public Health, Health Information Management, Information Systems, or a related field.
Two years of experience in behavioral health, social services, or health care administrative support, including at least one year of hands-on experience with an EHR or comparable client data system.
Experience supporting Medicaid behavioral health documentation and billing, such as IM+CANS, service notes, or claim corrections.
Ability to complete required agency training, including 40-hour domestic violence training and EHR end-user training.
Experience providing end-user training, help-desk, or application support in a human services setting.
Thorough understanding of behavioral health and/or social services to assess and make preliminary determinations of eligibility and service needs.
Cultural humility and ability to build trust with community partners, outreach workers, participants, and families affected by community violence.
Strong working knowledge of EHR systems; ability and willingness to learn multiple applications; and proficiency with Microsoft Office programs, including Word, Excel, Outlook, and Teams.
Ability to translate program and community needs into clear system requirements and technical information into plain language for clinical and outreach staff.
Strong analytical, critical-thinking, and problem-solving skills, including identifying root causes of documentation and billing issues.
Working knowledge of confidentiality requirements for behavioral health records, including HIPAA, the Illinois Mental Health and Developmental Disabilities Confidentiality Act, and 42 CFR Part 2 where applicable.
Attention to detail, strong organizational skills, and ability to maintain accurate, confidential records.
Excellent verbal and written communication skills and interpersonal skills.
Ability to multitask in a fast-paced environment and meet multiple deadlines simultaneously.
Courtesy, patience, and sound judgment under pressure, including when interacting with people in crisis.
Ability to work effectively with diverse individuals and groups.
Driving is required, and travel between sites is required.
Ability to sit and stand for sustained periods; frequently talk, hear, and use hands and fingers to handle or operate objects or controls; occasionally stand, bend, stretch, stoop, kneel, and crouch; and occasionally lift or move up to 25 pounds.

Nice To Haves

Experience in community violence intervention (CVI), crisis response, or community-based behavioral health programs, preferably in the Chicago communities MPI serves.

Responsibilities

Provide client-centered, culturally responsive, trauma-informed intake and referral services to participants, families, and partner organizations.
Review referral and release-of-information forms for completeness, accuracy, and compliance, and follow up with referring partners to resolve missing or inaccurate information.
Coordinate participant assignment to clinicians with the Clinical Supervisor and Director of Behavioral Health Services; update referral tracking records and confirm EHR registration after intake.
Gather information to make preliminary eligibility determinations and connect participants with appropriate services and community resources.
Triage and de-escalate crisis contacts, return non-urgent crisis-line calls by the next business day, determine next steps under the crisis response protocol, and escalate urgent matters to the on-call clinician or supervisor.
Monitor staff documentation for completeness, accuracy, timeliness, and compliance with applicable agency, funder, state, and other requirements.
Maintain participant records, referral and case staffing forms, releases of information, and program files in designated systems in accordance with retention, security, and confidentiality requirements.
Provide administrative support, including scheduling, meeting coordination, correspondence, supply and equipment requests, and preparation of reports and data summaries.
Track program metrics and prepare routine reports for BHS leadership, MPI leadership, and funders.
Provide first-level EHR and related application support to BHS staff, helping resolve documentation, workflow, and system issues.
Help staff correct incomplete, late, or unbillable documentation; monitor documentation and billing error reports; and follow issues through to resolution.
Coordinate with billing/revenue cycle and quality teams on claim rejections, denials, corrections, and documentation requirements, and communicate requirements to staff.
Develop and maintain BHS end-user guides and workflow materials; onboard new staff to EHR and related systems; and coordinate or conduct refresher and update training.
Track recurring system and user issues, analyze patterns, and recommend improvements to workflows, templates, forms, or training.
Liaise between BHS staff, community partners, and Information Systems; submit, track, and escalate help-desk tickets and system requests, and follow through to resolution.
Work with Information Systems and vendors to document business requirements, workflows, and data needs in a way that reflects community violence intervention practice and community context.
Review release notes and proposed system changes, participate in system and user acceptance testing, and communicate changes before implementation.
Support onboarding of programs, partner organizations, and users in agency applications, including account requests, access changes, and deactivations, in coordination with Information Systems and agency policies.
Represent MPI BHS in Information Systems and cross-functional workgroups, advocating for culturally responsive, accessible, practical systems and plain-language communication.
Work effectively with diverse staff, partner organizations, and service populations, and perform other duties as assigned.