Intake Coordinator

Lifeworks Services • Richfield, MN

16h • Hybrid

About The Position

The Intake Coordinator serves as the first point of contact for individuals seeking services at LifeWorks. This role is responsible for responding to all inquiries and qualified leads; coordinating the intake process; scheduling initial meetings and tours; managing the waitlist; and fostering positive, welcoming relationships. The Intake Coordinator partners with individuals and families to explore available options when they first seek services. In addition, this role collaborates closely with Lead Navigators to ensure that appropriate resources are provided to all qualified individuals.

Requirements

• High school diploma required; minimum of one-year customer service and/or human service program related experience required.
• Fluent in English, verbal and written.
• Proficiency in Microsoft Office Suite.
• Capable of performing the essential functions of the position, with or without reasonable accommodation.
• Demonstrate proficiency in documenting information accurately and concisely.
• Effectively manage and process large volumes of information with attention to detail.
• Prioritize tasks and manage time efficiently in a fast-paced environment.
• Accurately enter, maintain, and manage data.
• Interact with clients in a supportive, respectful, and understanding manner.
• Address and resolve issues that arise during the intake process professionally and effectively.
• Understand and adhere to confidentiality laws and regulations, including HIPAA.
• Work independently while managing responsibilities and meeting deadlines.
• Collaborate effectively with colleagues and cross-functional teams to coordinate services.
• Demonstrate awareness of and respect for diverse backgrounds and cultures.
• Assess client needs and determine appropriate next steps, resources, or referrals.
• Successfully pass a Department of Human Services background study and drug test, and maintain reliable transportation for work-related travel (e.g., office locations, on-site trainings).

Nice To Haves

• Associate or bachelor’s degree preferred.
• Bi/Multi-lingual preferred.
• Familiar with the Microsoft Office Suite and intake management systems or electronic health record (EHR) systems.
• Working understanding of Department of Human Services regulations and service access processes (preferred).

Responsibilities

• Serving as the first point of contact for new and prospective clients, including conducting referrals and intake conversations by gathering required information, documenting details, and ensuring information is accurate and up to date.
• Maintaining clear and effective communication with clients, families, and other professionals involved in planning, while providing updates and responding to questions or concerns.
• Working with team managers and service coordinators to assess client eligibility for services or programs and guiding clients through the intake process so they understand all required steps.
• Maintaining accurate, organized records of all interactions and transactions and preparing reports and/or summaries for internal use or regulatory compliance.
• Adhering to defined response times and service level agreements established by the department.
• Using internal systems to complete intake processes for new and current clients.
• Coordinating communications for clients on the waitlist.
• Managing service offers and funding requests with lead agencies to initiate services.
• Overseeing, updating, and maintaining the waitlist for all LifeWorks services.
• Promoting and scheduling initial navigation sessions for clients with Lead Navigators.
• Scheduling tours or informational sessions as requested by prospective clients.
• Acting as a liaison for clients while coordinating internal resources and partnering with navigation and program leadership.
• Conducting, documenting, and reporting on client follow-up surveys and other feedback mechanisms.
• Representing LifeWorks at relevant state, county, school district, employer, and community events to promote services and generate qualified referrals, as directed.
• Staying informed on best practices, new resources, and changes in the field to continuously improve the customer experience.
• Completing required training and professional development activities in a timely manner.
• Following safety procedures and assisting in identifying safety needs for self and others.
• Performing other duties as assigned.

Benefits

• 18 days of PTO accrued in the first year of employment
• 11 paid holidays (New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas Day, and a Personal Holiday)
• Medical, dental, vision, life, AD&D insurance, short & long-term disability coverage
• Health Savings Account (HSA), Flexible Savings Account (FSA), and prescription drug coverage
• Up to $3,000 annually in tuition reimbursement and student loan forgiveness when eligibility requirements are met
• 403(b) retirement plan – Lifeworks contributes 3% of your salary and matches up to 4% of employee contributions
• Employee Assistance Program (EAP)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees