Intake Coordinator, Outpatient Clinic (Grant-Funded)

Sheppard Pratt • Gaithersburg, MD

2d • Onsite

About The Position

This position is supported by grant funding, expected to end September 2026. Continued employment past September 2026 is not guaranteed and is contingent upon funding at that time. The Intake Coordinator will actively seek to provide high-quality customer service while providing clients responsive intake services. This role requires a welcoming, patient, and compassionate attitude toward clients in person and on the phone, as well as maintaining positive relationships with managed care companies, referral sources, and colleagues. The coordinator will collect preliminary client information to identify the appropriate clinician and schedule initial appointments, following guidelines to gather and utilize demographic and insurance information. Ensuring clients complete all requested information, including releases for past medical and psychiatric history treatment records, is crucial. The role involves identifying, prioritizing, and coordinating authorizations, insurance requirements, pre-certifications, and other needs for initial client visits. Additionally, the coordinator will collect client co-pays, make deposits, learn and use DocuSign for sending documents, and enter data into a customized database for billing, tracking, and reporting. Maintaining data for compliance with National Council Quality Improvement (NCQI) requirements, providing general clerical/office duties, requesting treatment information, using an online scheduling system, generating reports, and conducting daily reminder calls are also key responsibilities. The position demands excellent listening skills and outstanding attention to detail and time management.

Requirements

• A high school diploma
• Two years of related work experience
• Knowledge of customer service
• Knowledge of health insurance authorizations
• Knowledge of database entry or electronic medical records
• Strong oral and written communication skills
• Strong interpersonal skills
• Proficiency in the use of personal computer with Windows software

Nice To Haves

• Demonstrate excellent listening skills.
• Demonstrate outstanding attention to detail and time management.
• Other duties as assigned

Responsibilities

• Provide high quality customer service and responsive intake services to clients.
• Demonstrate a welcoming, patient, and compassionate attitude.
• Maintain positive relationships with managed care companies, referral sources, and colleagues.
• Collect preliminary client information to identify the appropriate clinician and schedule initial appointments.
• Follow guidelines to gather and utilize demographic and insurance information.
• Ensure clients have completed all requested information, including release for past medical and psychiatric history treatment records.
• Identify, prioritize, and coordinate authorizations, insurance requirements, pre-certifications, and other requirements for initial client visits.
• Collect client co-pays and make appropriate deposits.
• Learn and use DocuSign to send required documents to new patients.
• Enter data and patient registration information into a customized database for billing, tracking, and reporting.
• Collect and maintain data to support compliance with National Council Quality Improvement (NCQI) requirements.
• Provide general clerical/office duties.
• Request appropriate treatment, after care, discharge, and foster care information.
• Use on-line scheduling system to schedule patient follow-up appointments.
• Generate reports as requested.
• Conduct daily reminder and follow up calls.

Benefits

• Commitment to professional development
• Comprehensive tuition reimbursement program
• Comprehensive medical, dental and vision benefits for benefit eligible positions
• 403b retirement match
• Generous paid-time-off for benefit eligible positions
• Complimentary Employee Assistance Program (EAP)
• Generous mileage reimbursement program

What This Job Offers

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