Intake Assistant

Suncoast Center • Saint Petersburg, FL

2d • Onsite

About The Position

This role serves as the primary access and intake point for new referrals within the organization. The Intake Assistant is responsible for managing incoming referrals, accurately entering data into the Avatar system, and scheduling appointments for clients. This position requires excellent communication and interpersonal skills to interact warmly and professionally with clients, guests, and staff in a busy, high-stress office environment. The role also involves coordinating with various departments and partner agencies to ensure smooth client processing and follow-up.

Requirements

• High school graduate or GED certificate.
• One year clerical/data entry with minimum two years in customer service with a medical, behavioral health or social services organization.
• Must be able to read and comprehend written instructions.
• Write legibly.
• Document concurrently.
• Operate office equipment (fax machine, copier, multi-line phone, computer including Microsoft Office and electronic medical records).
• File accurately and keep records.
• Must pass typing test.
• Must be 21 years of age.
• Negative Drug Screening prior to hire and throughout employment.
• Clear Criminal Background Check throughout employment with Suncoast Center and local checks prior to hire and annually along with DCF Level II prior to hire and as required by DCF.
• Must have valid Florida Driver’s License Motor Vehicle checks prior to hire and annually with acceptable driving record maintained throughout employment along with reliable vehicle, valid registration, and valid vehicle insurance.
• Must be in compliance with Florida Laws and Administrative Codes with fingerprinting and determined to be of good moral character.
• Ability to work in high-stress environment.
• Ability to work in a team/multi-staff office setting.
• Excellent customer service skills, both in person and on the telephone.
• Ability to be flexible, able to multi-task and learn new procedures readily.
• All positions require a screening through the Clearinghouse.

Nice To Haves

• Experience with an electronic medical record preferred.
• Experience with an electronic health record a plus.

Responsibilities

• Functions as access and intake point for new referrals.
• Speaks in a warm, friendly manner consistently to all clients, guests and staff.
• Enters referrals received by mail/phone/email and walk-in into Avatar within 24 hours of receipt.
• Create Call Intake records in Avatar from third party manual electronic referrals.
• Accurate Avatar Data Entry.
• Schedule or reschedule Hospital Discharge clients for Intake in the Open Access Clinics in preparation for screening or immediate enrollment.
• Process Care Connect referrals from partner agencies.
• Follow-up on all third party referrals to engage and to confirm disposition of the referral.
• Ensure that all manual referral documents are forwarded to HIM Dept. with a permanent medical record number.
• Schedules appointments for clients and providers as needed.
• Answers the telephone in a professional manner and directs the call to the appropriate person.
• Provides information and referral sources for consumers if needed.
• Relates well with others and deals calmly with a diverse population.
• Follows up on all pending client issues.
• Works well in a team environment.
• Is cross-trained to perform all duties required of the Department and covers assignments delegated to other team members when necessary.
• Coordinates with client/staff to obtain solutions to problems.
• Establishes and prioritizes job tasks, desired solutions to problems and develops a realistic plan for their accomplishment.
• Accomplishes individual goals.
• Additional duties as assigned.

Benefits

• Medical, dental, and vision insurance with 0 copy for Teledoc Appointments
• EAP Supports
• Company Paid Basic Life, Accidental Death and Dismemberment, and Long term Disability
• Options to secure additional Life/AD&D as well as short term disability
• Paid time off
• 10 company paid holidays
• Professional development options through our Learning Management System and live trainings
• 403b with up to a 5% company match
• Monthly Social Committee Events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED