Intake Coordinator

Southeastern Integrated Care•Shallotte, NC

About The Position

The Intake Coordinator is Southeastern Integrated Care’s system navigator and point of contact for clients, families, referral sources, payers, and its provider network. The role helps ensure clients have direct access to immediate and ongoing care and that clients and families can ask questions and raise concerns. The coordinator may advocate on a client’s behalf with referral sources or payers to secure timely approval of necessary services. The role serves as the primary communicator among parties involved in clients’ ongoing care and recovery and supports the organization’s mission and vision for quality client care and outcomes. The coordinator gathers and tracks referrals, contacts clients, arranges intake appointments, supports engagement and re-engagement, verifies insurance coverage, and completes registration and treatment authorizations. The position also communicates referral and treatment updates to clients, families, referral sources, payers, and internal clinical staff, while maintaining accurate referral documentation and ensuring appropriate consents and clinical information are available before intake.

Requirements

High school diploma required.
Familiarity with clinical documentation, such as Comprehensive Clinical Assessments (CCA) and Person Centered Plans (PCP).
Proficiency in Microsoft Office Suite.
Strong written and verbal communication skills.
Awareness of levels of care within the setting.
Strong hospitality skills and ability to work with diverse people.
Effective organizational and time-management skills.
Ability to use software programs, such as an EHR.
Ability to manage multiple tasks in a fast-paced environment.
Problem-solving skills.
Ability to perform physical tasks including standing, walking, running, stooping, bending, and climbing stairs, requiring strength, coordination, endurance, and agility.
May have occasional contact with hostile individuals and may be subjected to physical and verbal abuse while restraining children and adolescents.

Responsibilities

Capture referrals from all methods in the EMR, including electronic fax, QR codes, calendars, walk-ins, phone, and text.
Engage clients in treatment and educate, counsel, and motivate them to continue their recovery journey.
Schedule intake appointments immediately, ideally the same day or within 24 hours.
Communicate with referral sources before intake and provide post-intake status updates.
Identify and record referral sources and relevant contacts, including care managers, hospitals, DSS, and payers.
Identify each client’s primary care doctor and schedule an appointment with SEIC family practice if the client has none.
Review referral treatment recommendations and communicate them to the intake counselor and Director of Clinical Operations.
Send reminder calls and texts to clients before intake.
Notify primary referral sources when clients do not attend or reschedule appointments.
Coordinate with referral sources to re-engage clients who miss appointments.
Coordinate with the SEIC community outreach person to locate and re-engage clients.
Communicate monthly with primary referral sources about client attendance.
Gather referrals through all available channels and contact clients.
Work toward a goal of admitting 95 percent of referred clients to treatment.
Verify insurance coverage options.
Communicate CCA outcomes and treatment recommendations to referral sources and conduct ongoing outreach to MCOs and DSS.
Follow up with referral sources about attendance and level of care during the first month or two.
Prepare necessary consents and releases before intake sessions; assemble information about patients’ clinical backgrounds and referral needs; and provide appropriate clinical information to the intake counselor according to referral guidelines.
Maintain referral tracking and documentation to promote team awareness and support the goal of admitting 95 percent of referrals to treatment.
Ensure complete and accurate patient registration, including demographic and current insurance information.
Review referral details and expectations with clients.
Complete and maintain treatment authorizations.
Perform other assigned duties.