Intake Specialist, Full-time Non Exempt

Pennsylvania Organization for Women in Early Recovery•Swissvale, PA

2d•Hybrid

About The Position

The Intake Specialist serves as the first point of contact for clients seeking treatment and recovery services through POWER. This position plays a critical role in ensuring timely access to care by coordinating referrals, conducting preliminary screenings, scheduling assessments, facilitating admissions, and helping women navigate the treatment process with compassion and professionalism. The Intake Specialist helps create a welcoming and supportive experience while ensuring efficient program access and continuity of care.

Requirements

High school diploma or GED
Minimum two (2) years of experience in substance use disorder treatment, behavioral health, healthcare admissions, intake coordination, case management, or a related field.
Proficiency with Microsoft Office 365, electronic health record systems, SharePoint, and other business applications.
Knowledge of confidentiality requirements, including HIPAA regulations.
Strong customer service, communication, organizational, and time-management skills.
Ability to manage multiple priorities while maintaining accuracy and attention to detail.
Act 73, 33, and 34 Clearances (required for all POWER positions).

Nice To Haves

Associate degree or bachelor's degree in Social Work, Counseling, Human Services, Psychology, Healthcare Administration, or a related field; equivalent experience may be considered.
Pennsylvania Certification Board (PCB) credential or ability to obtain certification such as Certified Recovery Specialist (CRS).
Experience working in substance use disorder treatment, medication-assisted treatment, residential treatment, or behavioral health settings.
Knowledge of ASAM Criteria and behavioral health levels of care.
Experience in a women-centered treatment environment.
Knowledge of gender-responsive, trauma-informed, and recovery-oriented care practices.
Familiarity with motivational interviewing and engagement strategies.
Personal knowledge of recovery support systems and community resources.

Responsibilities

Develop and maintain positive working relationships with referral sources, healthcare providers, community agencies, criminal justice partners, and other stakeholders.
Respond promptly to referral inquiries and treatment access requests.
Educate referral partners on POWER programs, services, eligibility requirements, and admission processes.
Participate in outreach activities and maintain knowledge of community resources and treatment options.
Conduct telephone, virtual, and in-person screening interviews to identify treatment needs and urgency of care.
Gather preliminary demographic, clinical, insurance, and referral information.
Identify individuals requiring immediate intervention and facilitate timely connection to appropriate services.
Schedule assessments with designated clinicians and communicate all appointment details to prospective clients.
Utilize motivational engagement techniques to encourage treatment participation and reduce barriers to care.
Perform appointment reminders and follow-up communications.
Assist with documentation, communication, etc. for the assessment specialist team.
Coordinate admissions for all POWER programs to ensure smooth and timely entry into services.
Verify receipt and completion of required documentation, consents, releases, and supporting records.
Collaborate with clinical, medical, residential, and administrative teams to facilitate admissions.
Coordinate transfers and referrals to external providers when services fall outside POWER's scope of care.
Track admission status, waitlists, and referral outcomes.
Maintain accurate, timely, and complete documentation within the electronic health record and other required systems.
Ensure compliance with agency policies, confidentiality requirements, HIPAA regulations, DDAP standards, licensing requirements, and accreditation expectations.
Maintain referral, screening, and admissions data for reporting and quality improvement purposes.
Protect client privacy and confidentiality in all communications and documentation.
Serve as a welcoming and professional first contact for individuals seeking treatment.
Assist clients in navigating treatment options, admission requirements, and program expectations.
Follow up with missed appointments and no-show assessments to support engagement in care.
Provide compassionate, trauma-informed interactions that reflect POWER's values and mission.