Intake Coordinator

PENFIELD CHILDRENS CENTER•Milwaukee, WI

24d•$18 - $21•Onsite

About The Position

Reporting to the Intake Manager, the Intake Coordinator is responsible for managing incoming inquiries, processing referrals, verifying insurance coverage, maintaining current physician authorizations for therapy services, and creating and maintaining client records within the electronic medical records system. The Intake Coordinator supports all Penfield Children’s Center services, including B-3, Outpatient Therapy, Early Education and Care, Head Start, Behavior Clinic, Growing Together, CLTS programs, and future programmatic initiatives. The Intake Coordinator is a member of the Business Intelligence Department, operating under the overall direction of the Director of Business Intelligence, and provides departmental support as needed.

Requirements

High School Diploma or GED
Excellent organizational skills with strong attention to detail.
Excellent oral communication skills, including effective and professional phone communication.
Knowledge of Microsoft Office, internet navigation, and the ability to learn billing software.
Ability to work well independently and as a member of a team.
High level of confidentiality, professionalism, and business ethics.
Demonstrated understanding of, and commitment to, promoting the Penfield Core Values.
Actively demonstrates a commitment to understanding and advancing diversity, equity, and inclusion efforts.
Ability to meet vaccine standards as outlined in the Bloodborne Pathogens Exposure Control Plan.

Nice To Haves

Experience with data entry in electronic medical records (EMR) systems.
Experience answering phone calls and providing customer service or client support in a professional setting.
Experience navigating electronic medical records (EMR) or healthcare information systems.
Strong customer service skills with the ability to communicate clearly, professionally, and empathetically with clients and families.
Ability to manage multiple tasks and prioritize workload in a fast-paced environment.
Familiarity with healthcare intake, referral, or scheduling processes.
Basic understanding of medical terminology.
Strong problem-solving skills and the ability to identify and escalate issues appropriately.
Experience working in a healthcare, social services, or human services setting.

Responsibilities

Serve as the first point of contact by answering incoming phone calls for all Penfield Children’s Center services.
Initiate outbound calls to clients to follow up on referrals received via fax, phone, or other referral sources.
Collect and assess preliminary information from clients and referral sources to determine program eligibility.
Maintain a high level of knowledge regarding all Penfield Children’s Center programs to accurately respond to inquiries and guide clients through the intake process.
Enter and maintain accurate client information within the electronic medical records system for new and existing clients.
Gather required intake information from referrals, faxes, client communications, and other sources.
Ensure client records are complete and correctly entered to support program staff in tracking information, documenting encounters, and completing clinical notes.
Organize, track, and manage therapy evaluations, plans of care, and discharge reports requiring physician authorization.
Submit documentation to physicians’ offices for review and signature.
Monitor outstanding documentation and conduct follow-up to ensure timely receipt of completed authorizations.