Intake Specialist

REDWOOD COMMUNITY SERVICES INC•Lakeport, CA

8d•$24 - $28•Onsite

About The Position

The Intake Specialist is responsible for managing Specialty Mental Health Services referrals across the agency programs, serving as the first point of contact and guiding clients from intake through entry into ongoing services. This position completes all administrative functions necessary for clients to access Specialty Mental Health Services, including scheduling, documentation, and maintaining accurate records of services. The Intake Specialist ensures that clients, clinicians, and all necessary parties are informed of schedule changes in a timely manner. In addition to intake responsibilities, the role provides administrative support to program operations, ensuring smooth daily functioning and assisting with program components under the manager or director’s direction. The Intake Specialist must demonstrate strong organizational skills, the ability to manage multiple priorities, and independent problem-solving. Bilingual skills (English/Spanish) are utilized to provide translation for clients and guests as needed. The position requires the ability to work in environments where clients are physically and verbally active.

Requirements

High school diploma or GED required
Minimum of 2–5 years of relevant experience preferred
Minimum 2 years of actual work experience required.
Experience with Medi-Cal Specialty Mental Health Services and medical billing software preferred.
Proficient in Microsoft Office, scheduling, and billing software.

Nice To Haves

Additional education in a mental health-related field may substitute for up to two years of experience.
Care Manager III: At least 4 years of full-time (or equivalent) experience providing direct mental health services. Up to 2 years of experience can be substituted with education in a mental health field or completion of County Core Skills training.
Care Manager II: At least 2 years but less than 4 years of full-time (or equivalent) experience providing direct mental health services.
Bilingual Spanish/English preferred but not required.

Responsibilities

Accepts and processes all referrals for Adult Specialty Mental Health Services, making first contact with client/family while upholding agency mission and standards of care.
Gathers demographic and historical information using a culturally competent approach in both English and Spanish.
Presents referrals at Care Coordination Meetings for determination of assessing clinician.
Schedules intake/assessment appointments in coordination with clinicians, using a client-centered approach.
Maintains weekly contact with referrals until assignment to a treating clinician, supporting engagement and monitoring acuity of symptoms.
Assesses client risk and communicates safety concerns to clinical supervision as needed.
Enters referral and intake information into EHR, creates client charts, and ensures records are accurate and complete.
Prepares and tracks intake paperwork, consent forms, and signatures using in-person or electronic systems (e.g., DocuSign).
Requests and confirms treatment authorizations, verifies insurance eligibility, and tracks Medi-Cal compliance timelines.
Facilitates completion of clinical measures and assists clients with required forms.
Submits billable services related to intake and case management into EHR following all standards.
Participates in chart audits with the Performance Quality Improvement team and implements corrective actions to ensure compliance.
Serves as liaison with county partners, law enforcement, and community agencies to coordinate care and represent the agency.
Provides support for new employees (e.g., building tours, safety compliance) and occasional youth supervision during appointments/meetings if needed.
Assists with agency reporting and compliance tracking as requested.
Greets and assists visitors; answers and routes phone calls.
Oversees reception area as needed, distributes mail/packages, and orders basic office supplies as needed.
Coordinates facility needs such as maintenance requests and workspace moves as required.