Office Manager / Intake Coordinator

Health Management Systems of America•Warren, MI

3d•Onsite

About The Position

Health Management Systems of America (HMSA) is seeking an Office Manager / Intake Coordinator to support its outpatient behavioral health clinic. This role is ideal for someone who is organized, people-focused, and enjoys combining organization, customer service, healthcare administration, and meaningful work. The position is highly visible and involves being one of the first points of contact for clients, ensuring they can access services smoothly from their initial contact through scheduling, documentation, and ongoing communication. The Office Manager / Intake Coordinator will help keep the day-to-day operations of the outpatient clinic organized, efficient, and welcoming.

Requirements

High school diploma or GED.
Strong communication, organization, and customer-service skills.
Ability to maintain professionalism and confidentiality when working with sensitive information.

Nice To Haves

1–3 years of administrative experience in behavioral health, healthcare, substance use disorder treatment, or a medical office.
Associate degree in healthcare administration, business administration, behavioral health, or a related field.
Experience working with mental health and/or substance use disorder populations.
Experience with electronic health records and insurance verification.
Knowledge of Michigan Medicaid, PIHP systems, or CHAMPS.
Experience in a CARF-accredited or Medicaid-funded environment.
Bilingual abilities are a plus.

Responsibilities

Oversee daily front-office operations, workflow, scheduling, and office coverage.
Coordinate client intake and admissions activities.
Conduct initial intake screenings and collect demographic and required documentation.
Schedule intake assessments, psychiatric evaluations, therapy appointments, and follow-up visits.
Verify insurance eligibility, including Medicaid status and CHAMPS requirements when applicable.
Coordinate referrals with PIHPs, CMHSPs, hospitals, courts, probation, MDOC, and other community referral sources.
Assist with prior authorization and eligibility verification.
Maintain waitlists and document client outreach efforts.
Answer incoming calls, respond to inquiries, and route communications appropriately.
Greet clients, visitors, referral partners, and vendors with professionalism and respect.
Coordinate communication between clinical, medical, billing, and administrative teams.
Support administrative reporting, audits, compliance tracking, and organizational procedures.
Maintain accurate documentation within the electronic health record.
Protect client confidentiality and support compliance with HIPAA, 42 CFR Part 2, Medicaid, PIHP, and CARF requirements.