Intake Coordinator

Full job description

Position title: Intake Coordinator

FLSA classification: Non-Exempt

Reporting relationship: Admissions Operations Manager

Location: Dallas/ Fort Worth, Texas area REQUIRED, Hybrid position

About CWG
At Connections Wellness Group, our mission is to provide you with meaningful, life-improving mental health support to promote positive change for your overall wellness. We provide comprehensive mental health services and accelerated group therapy, including Partial Hospitalization Programs (PHP) and Intensive Outpatient Programs (IOP), designed to offer structured support and guidance during critical times. Our purpose is to create a safe and nurturing environment where individuals can develop coping mechanisms, build resilience, and rediscover their inner strength, ultimately leading to a more fulfilling and balanced life. We believe everyone deserves access to quality mental healthcare, and we’re dedicated to being a trusted partner on your journey.

Overview Summary:
The Intake Coordinator is responsible for facilitating a compassionate and seamless admission process for all new patients. They gather patient information, provide program information, conduct intake questionnaires, schedule appointments, verify insurance benefits, provide financial counseling, make payment arrangements and collect payments.

Duties and Responsibilities:
-Respond to patients via phones, text and webchat promptly utilizing the skills/techniques approved by Blended Health administration.

-Maintain KPI metrics in accordance with Blended Health policies and procedures.

-Schedule appointments as requested for all new patients within the electronic medical record system.

-Ensure all communications are documented professionally in accordance with Blended Health policies and procedures.

-Ensure initial forms are completed as appropriate for all new patients.

-Complete verification of benefits for all new group therapy patients.

-Provide financial counseling to new patients regarding their benefits and estimated cost.

-Create payment plans as appropriate for new patients in accordance with Blended Health policy.

-Collect payments from new patients when appropriate.

Education, Experience and Training:
-High School Diploma or equivalent.
-Work effectively and efficiently in an independent role with minimal supervision.
-Ability to maintain a consistent demeanor of compassion and professionalism even in stressful situations.
-Ability to write clearly and informatively; edits work for spelling and grammar.
-Ability to accept and implement feedback and coaching from supervisor.
-Consistently adhere to all Blended Health policies and procedures.
-Conflict Resolution Skills: Possess strong conflict resolution skills to address any concerns or conflicts that may arise during the intake process, ensuring the best possible experience for patients.
-Continuous Improvement and Training: Encourage a commitment to ongoing learning and professional development to stay updated on industry best practices, changes in insurance policies, and advancements in intake processes.
-Technology Proficiency: Basic knowledge of Microsoft Office; including Word, Excel, SharePoint, and Outlook. Exhibit the ability to quickly learn new software and proficiency with relevant technology platforms and software systems used in the intake process, such as electronic medical record (EMR) systems, scheduling software, and billing software.
-Customer Service Excellence: Demonstrate a commitment to delivering exceptional customer service and patient care throughout the intake process. Highlight the ability to empathetically engage with patients, address their needs and concerns, and provide personalized support and guidance to ensure a positive experience from initial contact through admission and beyond.
-Continuous Improvement Mindset: Display a proactive approach to continuous improvement and innovation in optimizing the intake process and enhancing organizational effectiveness. Highlight the ability to identify opportunities for process enhancements, implement best practices, and drive positive change to improve efficiency, quality, and patient satisfaction.

Physical Demands:
The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must occasionally lift and / or move up to 15 lbs.
• While performing the duties of this job, the employee is regularly required to sit; talk; hear.
• While performing the duties of this job, the employee is frequently required to reach with hands and arms.
• While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Please Note: This is a drug-free workplace. All candidates must be able to pass a pre-employment drug screen and be willing to submit to a national background check. If interested in this position, please apply with a complete resume and work history.

Disclaimer:
Applicants who have been patients of any program or provider at the facility are eligible for employment under the conditions outlined below: For private practice therapy and medication management, the applicant must have discontinued or transferred their treatment to a provider or providers outside of the facility. For PHP/IOP services, the applicant must have been discharged from the program at least 2 years before applying for employment

Job Type: Full-time
Job Schedule: 10:00AM-6:30PM, M-F
Work Location: Hybrid - MUST reside in the DFW area

Work Location: In person