Intake Specialist, Full-time Non Exempt

Pennsylvania Organization for Women in Early Recovery•Swissvale, PA

8d•Hybrid

About The Position

POWER is a mission-driven nonprofit dedicated to helping women reclaim their lives from addiction. It provides trauma-informed treatment and recovery support for women with substance use and co-occurring disorders. The Intake Specialist is the first point of contact for people seeking treatment and recovery services and helps ensure timely access to care by coordinating referrals, conducting preliminary screenings, scheduling assessments, facilitating admissions, and guiding prospective clients through the treatment process. The role works with referral partners and POWER’s clinical, medical, residential, and administrative teams, while maintaining accurate records and protecting client confidentiality. This is a full-time, non-exempt position. A hybrid schedule may be available based on operational needs. The position follows regular business hours, with occasional evening hours to support admissions and client needs. On-site work may be required for admissions coordination, client interactions, and team collaboration. The role is primarily sedentary and office-based, with extensive computer and telephone use, and may require travel between POWER locations.

Requirements

High school diploma or GED.
At least two 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 credential or ability to obtain a credential such as Certified Recovery Specialist (CRS).
Experience 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 working 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 relationships with referral sources, healthcare providers, community agencies, criminal justice partners, and other stakeholders.
Respond to referral inquiries and treatment access requests, and educate referral partners about POWER programs, services, eligibility requirements, and admission processes.
Participate in outreach 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 needing immediate intervention and connect them to appropriate services.
Schedule assessments with designated clinicians, communicate appointment details, and use motivational engagement techniques to encourage treatment participation and reduce barriers to care.
Send appointment reminders and follow up with prospective clients, including people who miss appointments or assessments.
Assist the assessment specialist team with documentation and communication.
Coordinate admissions for POWER programs and verify 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 in the electronic health record and other required systems.
Follow agency policies and applicable confidentiality, HIPAA, DDAP, licensing, and accreditation requirements.
Maintain referral, screening, and admissions data for reporting and quality improvement.
Protect client privacy and confidentiality in all communications and documentation.
Welcome people seeking treatment and help them navigate treatment options, admission requirements, and program expectations.
Provide compassionate, trauma-informed interactions that reflect POWER’s values and mission.