What Does An Intake Coordinator Do?

WHAT DOES AN INTAKE COORDINATOR DO?

Published: Sep 26, 2025 - The Intake Coordinator manages incoming calls and referrals, ensuring smooth transitions for new oncology patients through preparation, record collection, and coordination with multiple providers. This position collaborates closely with the Nurse Navigation team and other service partners to streamline onboarding, address financial or coverage issues, and maintain compliance with referral and contract policies. The coordinator also builds strong relationships with patients, referral sources, and community partners while contributing to process improvements and strategic planning to enhance oncology services.

A Review of Professional Skills and Functions for Intake Coordinator

1. Intake Coordinator Duties

Intake Coordination: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Client Onboarding: First point of contact during the initial intake process.
Document Review: Interviews are conducted by obtaining documents such as doctors’ prescriptions, previous assessments, and patient demographics.
Data Accuracy: Ensures accuracy and completeness of patient information requested.
Record Management: Confirms all supporting documents are present and enters the client demographic and general information into the database.
Information Updating: Updates changes in patient information in the database.
Insurance Verification: Completes verification of patient insurance eligibility.
Referral Communication: Interacts with referral sources to ensure timely and effective service delivery to the client.
Staff Communication: Communicates with the admin staff and the clinician about any pertinent information about referrals.
Referral Processing: Completes all administrative functions associated with referral activities and ensures that referrals are addressed promptly by completing status updates.
Database Tracking: Uses the internal database to track notes of pending actions.
Client Education: Educates clients regarding the services and what they can expect.
Inquiry Response: Responds to patient inquiries in a timely and professional manner.
Case Assignment: Communicates with Staff to assign cases for initial assessments and services and make changes when cases are being transferred.
Caseload Monitoring: Monitors caseload and reports needs to the Executive Team.

2. Intake Coordinator Details

Crisis Intervention: Provide support and crisis intervention with clients on community calls and walk-ins.
Referral Intake: Perform the intake function for referrals from law enforcement and Child Protective Services (CPS), gathering background information and coordinating the scheduling of interviews and medical evaluations.
Intake Management: Manage and track the daily intakes flagged as Child Advocacy Coordination Required Intakes.
Agency Coordination: Ensure a coordinated response between law enforcement and CPS when scheduling forensic interviews and medical exams.
Caregiver Support: Assist with the coordination of CAC lead intakes, contacting caregivers or professionals.
Case Tracking: Track CAC lead intakes and report back to LE and CPS all follow-up and services provided.
Data Entry: Timely input of case information related to referral reason into the agency database.
Partner Collaboration: Work closely and collaboratively with system partners.
Training Support: Assist in identifying training needs for child welfare staff and community partners related to child development, trauma, parent-child relationships, and availability of community services and resources for children and families, and other best practice trainings.
Cultural Competency: Ensure culturally competent services are provided without regard to race, ethnicity, religion, socioeconomic status, disability, gender, or sexual orientation.

3. Intake Coordinator Responsibilities

Phone Management: Answering phones using approved scripting
Patient Interviewing: Interviewing patients on the phone to determine their needs and the appropriate providers to be scheduled with
Appointment Scheduling: Scheduling of patients into the provided practice management system
Appointment Management: Appropriately canceling and rescheduling patients
Information Collection: Obtaining the patient’s personal and insurance information will allow for efficient research into their benefits
Message Handling: Take accurate phone messages and get to the correct person
Patient Follow-up: Follows up with patients in a timely fashion
Prescription Support: Assists patient with arranging for any prescriptions the physician orders, including ancillaries and medications
Medication Refills: Assist with patients’ calling in for refills of medications
Website Support: Work with the company website, addressing the online requests for questions and appointments in a timely fashion
Legal Assistance: Assists with med/legal requests/needs
Supply Management: Assisting with the ordering of supplies and managing their storage
Insurance Verification: Insurance verification and Medicare status investigation
Environment Maintenance: Maintaining a clean environment, including shared cleaning duties

4. Intake Coordinator Job Summary

Call Handling: Answer multiple phone lines and respond to live calls, email inquiries, online chat, and fax referrals from providers.
Service Knowledge: Have thorough knowledge of each physician’s services, requirements, and approaches to match with patients looking for a Mental Health Provider.
Care Coordination: Communicate with Physicians and team members to coordinate care.
Appointment Scheduling: Book and schedule new patient appointments with 40+ different providers working at 14 different locations and growing.
EHR Management: Work out of the Nextgen EHR system on patient leads and schedule utilization.
Report Analysis: Review and run reports daily/weekly/monthly to track phone time and scheduling and rescheduling.
Insurance Verification: Contact insurance companies to conduct and complete benefit investigations on scheduled new patients.
Appointment Confirmation: Confirm appointments with new patients in advance of their initial appointments and make sure paperwork and portal setup are completed.

5. Intake Coordinator Accountabilities

Professional Conduct: Maintain and present in a positive and professional manner
Program Knowledge: Have knowledge and ability to describe and present all the Center's programs
Client Recruitment: Be responsible for client recruitment and program marketing
Marketing Support: Assist in creating marketing materials for the PRP program
Eligibility Knowledge: Understands eligibility and enrollment criteria for all Center programs
Client Assessment: Conduct psychosocial assessments of clients
Enrollment Facilitation: Facilitate client enrollment responsibilities
Family Liaison: Serve as a liaison with the client’s family and outside providers during the enrollment process
Community Relations: Develop and maintain regular contact with community providers
Documentation Completion: Complete the required documentation for pre-screening and enrollment
Record Review: Request and review medical records during the enrollment process
Confidentiality Protection: Maintain client confidentiality and protect private information in accordance with policy
Record Management: Utilize computer software to maintain an electronic client record
Trend Tracking: Maintain recruitment tracking and enrollment trends
Agency Support: Support the agency's goals and outcomes
Crisis Response: Respond to crises and emergencies in accordance with policy

6. Intake Coordinator Functions

Packet Assembly: Assemble intake packets and maintain inventory of materials
Intake Screening: Provide screening and assessment services at intake and through induction
Office Support: Assist in maintaining office services by following office operations policies and procedures
Information Handling: Forwards information by receiving and distributing communications, collecting and mailing correspondence, and copying information
Counseling Services: Provide Individual and/or Group Counseling services to patients with substance abuse problems to a limited caseload under the direct supervision of the Clinical Director
Record Keeping: Maintain patient records and produce timely documentation of services rendered
Community Liaison: Maintain contacts and/or referrals with clinicians in the community and inform them of the patient’s progress
Appointment Management: Schedule appointments and manage patient accounts
Policy Compliance: Remain current with changes in policies and procedures
Professional Development: Attend and participate in relevant continuing education and in-service training to improve professional competency
Confidentiality Adherence: Maintain professional work conduct and ethical confidentiality

7. Intake Coordinator Job Description

Patient Guidance: Assists new patients with navigating the prosthetic process by providing guidance on benefits, information about the fitting timeline, and other information
Packet Preparation: Creates packets that will be mailed or taken to patients
Insurance Verification: Verifies insurance benefits and reviews with patients
Appointment Scheduling: Schedules consultations/evaluation appointments for new patients
Contract Follow-up: Follow up with new patient contracts after initial conversations
Financial Assistance: Assists appropriate patients and families in exploring options for financial assistance for medical services
Referral Support: Ensure referrals and patients receive the best service possible and concerns are satisfactorily resolved
Data Management: Maintain the database by capturing accurate statistics to track recruitment trends

8. Intake Coordinator Overview

Provider Marketing: Conduct marketing to outside providers
Initial Screening: Perform initial screening and obtain authorizations
Admission Documentation: Perform admission notes and all paperwork, completed with the client/resident for the required COMAR regulations
Screening Meetings: Provide both on-site and off-site meetings for screenings (state hospitals, county hospitals, and community)
Team Collaboration: Meet with the hospital team to discuss progress in treatment
Transition Coordination: Coordinate and assist with individuals transitioning into the RRP
Referral Assessment: Request related documentation for assessing referrals for eligibility
Client Orientation: Meet and greet newly enrolled individuals, introduce them to the treatment team, and provide the orientation process
Progress Monitoring: Monitor progress with the rehabilitation team during the transition schedule

9. Intake Coordinator Details and Accountabilities

Facility Tours: Provide tours to interested referrals and families
Family Support: Meet with families to provide resource information
Client Assessment: Complete Biopsychosocial Assessments on all new individuals being admitted
Data Reporting: Complete monthly statistics by the 10th of each month (referrals, intakes, screens)
Discharge Follow-up: Provide a 30-day follow-up on all individuals being discharged from the programs
On-call Support: Provide on-call service for PRP on an ongoing rotation basis
EHR Documentation: Utilize a credible Electronic Health Record to record and document services
System Utilization: Utilize computer systems for external/internal
Off-site Services: Provide off-site services to individuals in the program
Placement Meetings: Participate in county and state placement/provider meetings

10. Intake Coordinator Tasks

Referral Processing: Review and process referrals and/or orders promptly
Discharge Coordination: Provide face-to-face interaction to schedule patients before discharge and work directly with clinicians to ensure that the coordination of discharge orders is completed in a timely and accurate manner
Referral Notification: Provide financial and clinical notification of new referrals and/or orders to the appropriate delegates after initial screening to allow the patient to receive the appropriate screening before treatment and service
Insurance Verification: Verify insurance coverage, review financial policies with patients and/or caregivers, and connect patients to savings and assistance programs
Schedule Management: Maintain appointment schedules for any specialty services
Patient Registration: Pre-register patients, check in for appointments, collect payment for services, and coordinate subsequent visits
Patient Experience: Create a high level of service and relationship-based experience for patients
Operations Coordination: Maintain a complete and smooth flow of operations and communication between the patients, payors, vendors, pharmacies, clinical teams, and internal stakeholders
Revenue Optimization: Identify opportunities for revenue optimization and cost containment

11. Intake Coordinator Roles

Interview Management: Completing CCPS initial interviews and managing the interview team
Provider Communication: Communicating with hospitals, clients, and community providers
Schedule Coordination: Managing the weekly schedule with the interview team
Interview Triage: Providing follow-up and input into triaging on complex initial interviews
Client Assessment: Providing direct service, including intake and level of care assessments
Meeting Participation: Attending various staff meetings and committee meetings on a weekly to quarterly basis
Team Leadership: Participating as a member of the CCPS Management Team
Eligibility Assessment: Assessing whether individuals meet the eligibility criteria
Client Communication: Communicating with clients, hospitals, and other community providers
Referral Support: Providing information to referral sources on community and agency resources
Intake Assignment: Performing CSP intakes as well as assigning CSP intakes to members of the intake team
Team Facilitation: Scheduling and facilitating quarterly intake team meetings
Staff Training: Providing training to the CSP intake team on screening and assessment-related topics
CSP Participation: Attending various staff meetings and committee meetings on a weekly to quarterly basis
Management Participation: Participating as a member of the CSP Management Team
CSP Services: Providing direct service to CSP clients
Material Coordination: Coordinating psycho-educational materials for staff and CSP consumers

12. Intake Coordinator Additional Details

Client Support: Serve as the first point of contact for those in community in need of help
Intake Assessment: Using internal documentation systems, conduct a brief intake to assess the needs of the client and determine the best next steps
Referral Coordination: Provide required information for an internal referral to various departments within Vineyard Columbus and Vineyard Community Center, as well as referrals to outside organizations
Volunteer Management: Maintaining the volunteer sign-up system
Department Communication: Assist with communication for the department
Request Processing: Complete and submit check requests
Report Compilation: Compile and organize monthly credit card reports
Event Support: Support program leaders to organize special events and programming

13. Intake Coordinator Essential Functions

Call Management: Managing incoming critical assistance and Operation Homefront HQ calls and directing callers to appropriate staff members
Referral Coordination: Coordinating external agency referrals to ensure efficient case assignment and processing of referred applicants
Administrative Support: Performing basic administrative tasks for the CFA department
Clear Communication: Communicating clearly and concisely, verbally and in writing, to include case documentation, email, and phone communications
Visitor Reception: Greeting visitors and ensuring reception, kitchen, and conference areas are always presentable and ready for use
Program Explanation: Explaining program services guidelines in a clear, accurate, and friendly manner to clients
Record Maintenance: Creating, updating, and maintaining records on case actions, including actions taken with clients and families, recording requirements for follow-up with clients and those needed for operational and/or audit purposes
Spreadsheet Management: Maintaining and regularly updating the referral spreadsheet and distributing it to staff
Confidentiality Protection: Maintaining the confidentiality of records and information
File Monitoring: Monitoring all case files to ensure appropriate documentation and information is kept in a secure location

14. Intake Coordinator Role Purpose

Call Coordination: Handles and coordinates incoming calls related to patients, physicians, referrals and agency services regarding physician orders, patient questions, and patient referrals
Insurance Verification: Verifies primary insurance coverage
Telephone Communication: Communicates effectively on the telephone with patients, families, and staff
Inquiry Handling: Answers telephone inquiries and channels them appropriately
Care Communication: Facilitates telephone communications between and demonstrates effective communication skills, with nursing, therapy, aide, social services, physicians, etc., regarding changes in patient/staff schedule, test results, etc.
Confidentiality Protection: Maintains confidentiality of patient information
Regulatory Compliance: Ensures compliance with all state, federal, and regulatory referral/intake requirements
Patient Transition: Ensures seamless transition of patients to home care by providing patient education and preparation for home care
Referral Reporting: Gathers, collates, and reports referral statistics, including key customer referral trends
Patient Follow-up: Provides follow-up for hospitalized patients, ensuring subsequent agency referral
Care Coordination: Works with physicians, nurses, and social workers to establish a coordinated plan of care
File Management: Creates and maintains patient files
Admissions Support: Provides an outstanding admissions experience for patients

15. Intake Coordinator General Responsibilities

Client Screening: Screen potential clients to make sure the case falls within the scope of the firm, while helping the caller feel heard and understood
Lead Follow-up: Follow up with leads and potential new clients, screen out matters, and onboard new clients
Inbox Management: Maintain an inbox of client inquiries in practice management software, respond to inquiries, or forward to the relevant staff member
Pre-intake Chat: Chat with PCs (potential clients) via social media platforms and over text pre-intake
PC Follow-up: Follow up with undecided PCs, manage PC expectations, and serve as a point of contact before a case evaluation
Lead Meetings: Participate in weekly lead meetings and daily communication to strategize client follow-up
Record Maintenance: Maintain meticulous records in practice management software to reflect all PC and new client activity
Referral List Management: Maintain the attorney referral list and send to the Core Marketing Team (CMT) monthly
Report Collaboration: Collaborate with CRM for monthly stats reports
Conversion Strategy: Strategize with CMT to increase conversion rates and PC and client satisfaction
Industry Awareness: Proactively stay current on news relating to the Firm’s practice areas and cases

16. Intake Coordinator Key Accountabilities

Client Inquiries: Receive and respond to all new client inquiries via phone, live online chats, walk-ins, etc.
Phone Demeanor: Maintaining a calm and friendly phone demeanor with all prospective clients
Client Setup: Ask all appropriate questions needed to set up new clients in the firm's database
Record Creation: Create a new client record in the database and send all welcome communications
Paperwork Guidance: Provide prospective clients with a detailed list of all necessary paperwork needed for review by the Case Manager
Client Support: Maintain communication with all new prospective clients and assist them with gathering and submitting their documentation, answering questions
Email Response: Responding to client/staff emails accordingly
Follow-up Outreach: Follow up with potential clients who have not sent in their paperwork
Package Preparation: Preparing and sending newly accepted clients an Initial Package welcoming them to the firm, with the contract and documents for signature

17. Intake Coordinator Roles and Details

Documentation Review: Reviews documentation provided by the student to assess relevancy in terms of recommendations, the length of time passed since the health care provider assessed the student, and if additional documentation would be helpful
Intake Facilitation: Facilitates initial intake appointments with non-registered students, either in-person and/or over the telephone, to assess if the accommodations requested are disability related, and to understand how the documentation provided supports the accommodation requested in relation to the academic program criteria
Disability Screening: Facilitates having students complete a learning disability screener as part of the initial intake meeting with a student
Clear Communication: Communicates clearly with students, parents, faculty and college support staff on the eligibility requirements for students who wish to register with Accessible Learning Services and the process
Support Connection: Connects those students who have been assessed as not qualifying for Accessible Learning Services to the appropriate supports/services and follows up with those identified supports/services to ensure a smooth connection for the student
Consent Assistance: Assist students with consent to obtain appropriate eligibility documentation from regulated health care providers
Student Referral: Connect students to appropriate supports/services to address additional identified needs (i.e., counselling services, student success advisor) while waiting on their documentation or in addition to being scheduled in with an accessibility advisor
Advisor Assignment: Assigns registered students to an accessibility advisor based on campus, area of expertise required, etc
Advisor Consultation: Consults with the accessibility advisor to provide relevant information prior to or following their intake appointment with the student
Inquiry Meetings: Conducts inquiry meetings over the telephone with potential new students to Conestoga and/or their parents who want to better understand Conestoga’s Accessible Learning Services and potential accommodations
Specialist Consultation: Provides initial consultation to Customer Care Specialist who may be unsure how to respond to an inquiry by a student, or a college stakeholder (faculty, student success advisor, etc.), and would follow up on the request to assess urgency
Accommodation Guidance: Guides the college’s sexual and gender-based violence prevention and response coordinator and/or student rights and responsibility coordinator on potential interim accommodations given a student’s situation

18. Intake Coordinator Responsibilities and Key Tasks

File Management: Upload documentation received by the student to the electronic file system
Interaction Documentation: Document interactions with the student in the electronic file system
Customer Care: Provide frontline customer care in the office, through e-mail, and over the phone
Inquiry Response: Responds to potentially high volume of student inquiries and requests for appointments under complex and conflicting schedules and tight timelines
Student Support: Provides timely and accurate information and referrals to students with an attention to excellent and tailored customer service
Need Assessment: Assesses inquiries and makes decisions regarding the nature and immediacy of need, and problem-solves urgent situations
Email Monitoring: Actively monitors the Accessible Learning e-mail account, responding to inquiries from students, prospective students, staff, and community stakeholders promptly and with accuracy and professionalism
Procedure Completion: Completes the daily opening and/or closing procedures for the Accessible Learning team
Documentation Storage: Upload and storage of student eligibility documentation to the database
Information Processing: Processes requests for release of information/documentation relating to student files consistent with established protocols
Administrative Support: Assists with administrative tasks in support of the resource coordinator, operations officer, and other administrative functions of the department
Environment Maintenance: Maintains an environment for tidiness, unattended belongings, clean tables and chairs, safety hazards, and general noise levels
Mail Handling: Collects, sorts, and distributes incoming and outgoing mail

19. Intake Coordinator Duties and Roles

Document Collection: Gather all documents, physician orders and insurance authorization to complete referrals accurately and timely
Referral Processing: Complete the necessary workflow, attachment of records and documentation in the EMR to ensure accurate and complete referrals
Confidentiality Compliance: Ensures patients’ rights and confidentiality (HIPAA) are being maintained while obtaining needed information to complete referrals with the intake process
Team Participation: Participate in department team meetings and necessary trainings
Performance Monitoring: Utilize the audit tool to self-monitor performance
Customer Experience: Demonstrates excellence in the customer experience for both internal and external customers
Quality Assurance: Participates in agency-wide quality assurance and performance improvement plans (QAPI) i.e., timely initiation of care
Efficiency Improvement: Looks for opportunities to maximize efficiency within the department

20. Intake Coordinator Duties

Client Inquiries: Respond to new client inquiries via phone, text, and email
Policy Knowledge: Stay informed on all Brooklyn Minds offerings and policies, and how to best communicate them to prospective clients
Waitlist Outreach: Reach out to waitlisted clients
Team Coordination: Coordinate with the clinical team, other members of the intake team, and the Brooklyn Minds team as a whole to best serve clients
Data Entry: Enter accurately and maintain data on an inquiry spreadsheet or data management platform daily
Report Preparation: Assists in preparing business intelligence reports that include key performance indicators on the number of calls, intakes, referral sources, etc.
System Management: Add client info to systems, including practice management system, electronic health record system, and merchant account system
Appointment Scheduling: Work with clients to schedule initial appointments
Questionnaire Distribution: Send intake questionnaires via intake tool
Information Accuracy: Assures patient information is entered accurately
Client Boundaries: Set boundaries with clients in a firm but empathetic manner
Customer Service: Assures that referral parties, patients, and staff are treated with dignity and in a non-discriminatory manner and in a way that maximizes customer satisfaction
Regulatory Compliance: Ensures compliance with all State and Federal regulatory requirements, and Brooklyn Minds policies regarding the referral and intake process

21. Intake Coordinator Details

Authorization Management: Managing authorizations/notifications and other service requests received via incoming phone calls, faxes, and portal submissions
Customer Service: Providing excellent customer service, including the ability to handle escalated callers
Requirement Determination: Determining authorization or notification requirements
Case Preparation: Preparing authorization cases for Medical Directors, UM Nurses, and Case Managers
Administrative Approval: Providing administrative approvals (depends on line of business)
Expedited Processing: Handling expedited authorizations, authorization updates, and status checks
Request Assistance: Providers and/or patients to complete authorization requests and prescriptions
Policy Knowledge: Maintaining knowledge of various health plan partner benefits, networks, CMS regulations and health plan partner policies
Task Management: Utilizing experience and judgement to plan, accomplish goals and effectively resolve each assigned task
Clinical Interpretation: Be responsible for conducting any UM activity that requires the interpretation of clinical information

22. Intake Coordinator Responsibilities

Call Handling: Handle all incoming phone calls from potential clients, referral sources and other teams in the firm involving new potential cases
Client Outreach: Contact all potential incoming clients via the firm's website, email and mail
Client Meetings: Meet with all potential client walk-ins
Appointment Scheduling: Follow up with potential clients to schedule appointments/consultations
Intake Preparation: Prepare the potential client's intake paperwork and input the information into the case management system
Record Documentation: Ensure that every potential client and referral source is accurately documented in the case management system in a timely fashion
Memo Transcription: Accurately transcribe intake memos
Case Opening: Accurately open new cases in a timely fashion
Team Coordination: Ensure the Intake Coordinators, Paralegals, and Attorneys have established contact with the potential client

23. Intake Coordinator Job Summary

Call Management: Intake and appropriately transfer all phone calls that come into the department
Referral Coordination: Ensures a seamless transition of new patient referrals to oncology by providing preparation for oncology/infusion, plan of care initiation, and coordination of care with multiple service providers
Record Retrieval: Assists or coordinates in obtaining any necessary patient records
Patient Onboarding: Work collaboratively with the Nurse Navigation team to coordinate the onboarding of newly diagnosed patients
Process Improvement: Assists with the implementation of improved work methods and procedures to ensure new patients are referred to oncology in accordance with policy
Relationship Management: Establishes and maintains positive working relationships with current and potential referral sources and patients
Financial Notification: Notifies Financial Advocates and the manager when non-covered services are requested
Community Relations: Builds and monitors community and customer perceptions of Confluence Health Oncology/Infusion as a high-quality provider of services
Strategic Feedback: Provides feedback during strategic planning, including identifying opportunities for additional or improved services to meet customer needs
Contract Compliance: Maintains a comprehensive working knowledge of any contractual relationships and ensures that patients are referred according to contract provisions
Network Collaboration: Maintains knowledge of service areas, payers and takes initiative to maintain networking relationships with other network providers, i.e., hospital, physician clinics
Resource Referral: Maintains a comprehensive working knowledge of community resources and assists with referrals

24. Intake Coordinator Accountabilities

Intake Handling: Handle intake department interactions via phone (Inbound and Outbound), email, voicemail, faxes, and chat
Patient Assistance: Assist new patients in establishing care with a provider
Appointment Scheduling: Scheduling an initial appointment
Information Collection: Obtaining patient clinical, historical, demographic, and insurance information
Referral Processing: Processing and managing referral paperwork
Needs Assessment: Assess patient needs to match the patient to an appropriate provider
Follow-up Coordination: Contact referral source, patient, and/or provider office to obtain additional information that is required to complete verification of benefits and/or prior approvals
Delay Communication: Communication with the patient and provider regarding delays in processing referral or prior authorization
Inquiry Screening: Screen any inquiry calls to schedule potential new patients
Service Initiation: Reaching out to patients to initiate new services and complete assessments
Caller Support: Assist the caller/patient with any questions regarding new patient appointments or referrals
Referral Communication: Communicate regularly with key referral sources to ensure proper placement
Emergency Assistance: Assist with incoming emergency calls

25. Intake Coordinator Functions

Referral Processing: Receives, screens, and processes all referral information
Payment Verification: Verify payment method and amount
Authorization Management: Obtain prior authorization to ensure that services are reimbursable before admission
Payer Assignment: Assign the appropriate payer category to be keyed by facility personnel
Information Scanning: Scan information back to the requesting facility
Admission Processing: Ensure timely and accurate processing of all referrals/admissions
Contract Review: Back-up for review of potential insurance contracts
Ethical Conduct: Adheres to ethical business practices by striving to perform in a manner that conforms to the highest standards of ethical behavior, integrity, and honesty
Decision Responsibility: Takes initiative and responsibility for decisions as an individual and as a company
Team Environment: Encourages a positive environment and experience for co-workers
Respectful Collaboration: Treats employees with respect and embraces diversity, and demonstrates the ability to work together
Safety Compliance: Promotes a safe and efficient working environment by adhering to agency policies and procedures
Dress Code Compliance: Adheres to departmental and agency dress codes as observed by supervisor

26. Intake Coordinator Job Description

Referral Coordination: Coordinate, maintain, and update referral intake and eligibility process, ensuring proper data entry in database (Raiser’s Edge/Salesforce) and appropriate coordination of referral documentation for potential wish kids
Intake Support: Support the intake procedures, including acquiring and processing required paperwork from medical professionals
File Management: Create and maintain all referral/wish files, including the daily snapshot report of newly received wish packets for cross-departmental planning purposes
Eligibility Evaluation: Evaluate eligibility in accordance with national and organizational policies
Form Follow-up: Follow up on medical eligibility and authorization forms
Paperwork Processing: Process and track referral and initial wish-granting paperwork
Family Contact: First point of contact between wish families and the organization during the referral and initial wish-granting process
Communication Records: Provide a written record of all communications for each wish (telephone calls to medical professionals or families, emails, follow-up, medical notes, etc.)
Professional Relations: Maintain relationships with medical professionals, including sending wish feedback from their patients’ wish experiences

27. Intake Coordinator Overview

Referral Coordination: Be responsible for new referral coordination, including receiving and coordinating all patient referrals, evaluating the needs from information received, and initial verification of Medicaid coverage while interacting with a multi-disciplinary team
Staff Support: Maintains a close and highly responsive relationship with the day-to-day activities of the supervisor and the staff
Independent Work: Works independently, receiving a minimum of detailed supervision and guidance
Clerical Support: Performs varied clerical and secretarial
Caller Intake: Greets intake callers with a clear professional voice, obtaining as much information as possible to assure accuracy in service coordination
Inquiry Response: Responds to callers’ inquiries and communicates accurate and complete information
Information Provision: Provides administrative staff with information
Document Review: Reviews documentation sent by the referral source
Complaint Resolution: Investigates and takes appropriate actions on client/consumer complaints
Regulatory Compliance: Assures agency intake processes meet applicable local, state, or federal licensing/regulatory requirements in addition to agency policy and procedures
Staffing Coordination: Coordinates with the agency Team Coordinator to ensure appropriate staffing coverage for new referrals

28. Intake Coordinator Details and Accountabilities

Call Handling: Answering incoming telephone calls, some faxes, emails, and online submissions, to assist in the initiation of precertification/case management requests from providers/members
Call Volume Management: Taking an average of five telephone calls per hour after training has been completed
Inquiry Research: Researching customer inquiries regarding precertification requirements and explaining policies to customers
Communication Coordination: Coordinating all incoming faxes, phone calls, and voicemails
Record Requests: Requesting medical records for clinical updates and conducting call-backs to confirm admit/discharge dates
File Processing: Electronically processing files and submitting faxed clinical information submitted by providers
Document Entry: Entering documents in Medical Management and claims software
Project Participation: Participating in and completing projects in a timely and accurate manner
Authorization Research: Research and provide plan language for authorization requests
Regulatory Compliance: Ensuring timely turnaround and accuracy to comply with UM licensing requirements and accreditation standards
Culture Support: Protecting and enhancing the daily culture and environment of AmeriBen
Core Values Demonstration: Fosters, supports, and demonstrates the company's Core Purpose and Core Values
Meeting Participation: Attending weekly Leadership Forum/Company View, conducting team meetings, and participating in monthly staff meetings
Security Compliance: Ensuring compliance with security practices and procedures, including HIPAA and HITRUST standards

29. Intake Coordinator Tasks

Communication Management: Be responsible for in- and outbound multi-clinic phone, email, e-referral and fax management, with primary focus on accurate and timely patient intake and scheduling
Document Requests: Request and obtain relevant documents to ensure accurate patient registration, both at initial evaluation as well as ongoing documentation requests and directed by ATI’s Central Billing Office and Central Insurance Verification teams
Inquiry Triage: Effectively triage and/or route inbound patient inquiries to the appropriate department and/or clinic
Rescheduling Support: Support rescheduling efforts for existing patients in collaboration with support clinical teams, and aligned with ATI’s operational standards and expectations
Scheduling Collaboration: Collaborate with supporting Clinic Directors to ensure timely scheduling of new and existing patients to appropriate clinician schedules
Intake Processing: Own all elements of patient intake processing and workflows, including creation of patient accounts with ATI’s systems, and timely management of appropriate work queues
Scheduling Management: Meet scheduling expectations based on defined parameters for each support clinic, including timely referral conversion and appropriate scheduling practices
Copay Assistance: Assist clinics with patient copay collection and authorization processes

30. Intake Coordinator Roles

Reservation Management: Be responsible for accepting reservations for hospital services
Physician Reservations: Be responsible for accepting reservations from a physician’s office and pre-admitting these patients
Patient Preregistration: Be responsible for preregistering patients for scheduled admissions and outpatient procedures, obtaining authorization and verifying insurance eligibility
Patient Interviewing: Be responsible for interviewing patients or their representative, where admission is unscheduled, for obtaining personal information or verifying information already on file, including emergency numbers and insurance information
Admission Documentation: Be responsible for obtaining signatures on Conditions of Admission and initiating the advance directive process
Nursing Communication: Communicates with Nursing Services when no advance directive is available
Patient Information: Provides information to the patient/representative about billing, complaint process, patient rights, HIPAA and visiting hours
Valuables Security: Be responsible for ensuring that a patient’s valuables are taken home by a family member or secured in the safe
Staff Communication: Communicates appropriately and clearly to supervisor, nurse managers, co-workers, and physicians
Interdisciplinary Consultation: Consults other departments to provide for an interdisciplinary approach to the patient’s needs
Policy Knowledge: Be responsible for knowing hospital policies and being familiar with hospital services that are available
Family Interaction: Interacts professionally with patient/family and provides explanations and verbal reassurance
Department Relations: Maintains a good working relationship both within the department and with other departments
Documentation Compliance: Ensures that documentation meets current standards and policies
Telephone Etiquette: Politely answers the telephone and communicates information to the appropriate staff/family member
Equipment Management: Manages and operates equipment safely and correctly
Safety Support: Supports and maintains a culture of safety and quality

31. Intake Coordinator Additional Details

Intake Management: Complete the intake process from initial referral contact to hospice admission
Patient Oversight: Provide direct oversight of patient education and preparation for hospice, plan of care initiation, and coordination of care with multiple service providers
Referral Triage: Utilize clinical knowledge to triage incoming referrals to determine the necessity of the timely initiation of care
Family Communication: Communicate directly with patients and families to ensure acceptance of services and coordinate the insurance verification and authorization processes
Information Documentation: Document pertinent information regarding the patient’s demographics, medical condition, medications, treatments, and service being requested
Criteria Communication: Communicate hospice criteria to referral sources and serve as a resource for hospice criteria and alternatives to internal and external customers
Visit Arrangement: Ensure a face-to-face visit has been arranged
Clinical Reporting: Report problems of a clinical nature to the Director of Clinical Operations or Clinical Supervisor
Relationship Management: Establish and maintain positive working relationships with current and potential referral sources
Regulatory Compliance: Ensure compliance with all state and federal legal and regulatory requirements

32. Intake Coordinator Essential Functions

Referral Handling: Take Infusion Therapy referrals from referral sources
Form Verification: Ensure that all intake forms are complete, clear, and within Amerita's scope of service
Authorization Management: Obtain authorizations and re-authorizations by payers
Data Entry: Enter patient demographic, insurance, and authorization information into the computer system
Status Communication: Communicate with other departments regarding the status of referrals
Patient Notification: Notify patients/families regarding coverage and payment responsibilities
Contract Knowledge: Understand which insurance companies have active contracts with Amerita
Insurance Verification: Ensure that insurance verification is completed and authorization is in place before giving the referral to a Pharmacist
Confidentiality Protection: Maintain confidentiality of patient and proprietary information

33. Intake Coordinator Role Purpose

Client Education: Complete informational session and education about Rimrock services to prospective clients, their families, and/or community members
Needs Assessment: Assesses client’s immediate needs and connects to appropriate internal and/or external providers, creates initial Treatment Plan
Care Coordination: Assigns client to Care Coordinator and works to complete warm handoff to providers
Financial Clearance: Works with the business office to financially clear the client for services
Record Maintenance: Maintains program-specific records, including consents and releases, treatment/recovery plans, assessments, transition/discharge plans, and progress notes according to Rimrock policies, CARF, and state standards
Timely Documentation: Completes and updates documentation within the designated amount of time, per program guidelines
Paperwork Completion: Completes and updates all necessary paperwork, such as Admissions Survey, program orientation, consents, and assessments, needed for the client to enroll in services
Admission Tracking: Tracks admissions and discharges for Rimrock services, manages waitlists and census lists
Meeting Participation: Attend all scheduled staff meetings and in-services, and complete 10 hours of continuing education per year
Group Education: Conducts educational groups and lectures
Client Transportation: Transports clients to and from appointments and activities

34. Intake Coordinator General Responsibilities

Referral Indexing: Index referrals/clinicals from Worldview within timelines
Patient Verification: Verify patient information with caregiver to initiate services, verify payer/payer requirements, client demographics, PCP, availability for treatment and confirm special requests the family may have (i.e. bilingual therapist)
Data Entry: Enter accurate new patient information into KanTime and verify payer eligibility
Client Staffing: Staff new clients by coordinating with a therapist in the appropriate geographic area and experience
Referral Processing: Non-admit new referrals by following the non-admit process
Medicaid Knowledge: Maintain knowledge of all Medicaid payor requirements
Workflow Management: Maintain processing workflows and emails (i.e., Client intake list, worldview) within timelines
Care Coordination: Maintain constant communication with caregivers, therapists, Clinical managers, Community Reps, and physicians
Safety Compliance: Comply with all safety policies, practices, and procedures and report unsafe activity

35. Intake Coordinator Key Accountabilities

Customer Service: Exhibits excellent customer service and is the first contact person for all new patient referrals
Data Verification: Enters or verifies demographic information into the EMR upon receipt of a new patient referral
Insurance Screening: Performs initial insurance screening to identify self-pay or patients with high-risk insurance plans
Financial Coordination: Partners with Financial Counselors, Registration, and Pre-certification departments to ensure patients are approved to proceed with scheduling
Medical Records Coordination: Partners with clinical staff by collecting, following up on, and confirming receipt of all medical information identified that is necessary for a successful, timely visit, including outside medical records, pathology slides, and radiology films
Information Organization: Demonstrate competence in organizing and prioritizing disease-specific information
Referral Tracking: Maintains a log of all new patients’ referrals and reports the number of new referrals received monthly to leadership
Packet Preparation: Prepares and sends a packet of medical information collected to clinical staff
Appointment Scheduling: Schedules and notifies patients of all ordered diagnostic tests and/or physician appointments by clinical staff

36. Intake Coordinator Roles and Details

Packet Distribution: Sends new patient appointment packet with instructions regarding all scheduled appointments and testing
Record Management: Ensures all outside records are sent to HIM for scanning into the EMR
Care Coordination: Communicates with clinical staff to discuss and coordinate patient care and necessary follow-up
Queue Coverage: Provides coverage for scheduling phone lines, e-fax queue, O2 work queue and email referral queue
Schedule Management: Schedules, reschedules/cancels and blocks schedules in a courteous, professional and timely manner, as well as answers phones promptly
Patient Focus: Maintains a patient-centered focus and strives to support the mission, goals and values of the hospital, department and division
Scheduling Knowledge: Maintains knowledge and understanding of all scheduling aspects, pre-authorization and pre-certification, as well as basic knowledge of health insurance and billing procedures
Competency Performance: Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department

37. Intake Coordinator Responsibilities and Key Tasks

Goal Achievement: Meets all deliverables and goals set by the department
Regulatory Compliance: Meets all regulatory agency requirements as they pertain to job function
Record Maintenance: Maintains accurate and complete documentation in client and patient records to continuously improve the customer service process and meet regulatory requirements
Document Review: Reviews incoming documents and determines action needed for information received
Case Processing: Processes cases from documentation to setup within the laboratory information system
Inquiry Support: Supports inquiries (calls/emails) for both internal and external clients
Client Solutions: Provides support and delivers solutions to clients for the resolution of questions/concerns
Issue Resolution: Works to research and resolve promptly
Logistics Support: Supports the logistics for shipments of supplies, materials, specimens, reports, etc.
Vendor Coordination: Coordinates with shipping vendors for delayed or impacted shipments
Customer Relations: Builds strong customer relationships through client focus, professional demeanor, reliability, and responsiveness
Specimen Coordination: Coordinates with pathology departments for specimen procurement and shipment

38. Intake Coordinator Duties and Roles

First Contact: Serve as a first point of contact for individuals interested in using Genome Medical services
Customer Support: Provide individualized customer support and communication via phone, chat, or email while establishing a positive rapport with potential patients
Service Education: Ensure customer satisfaction and quality service by assisting them with their issues/concerns and educating callers about Genome Medical services
Patient Navigation: Assist patients by helping them navigate Genome Medical services, digital tools, and products
Performance Achievement: Meet and exceed established individual performance goals and KPI's
Data Entry: Collect and enter patient information while documenting all interactions in meetings with internal quality standards
Issue Escalation: Escalate any unresolved patient issues to Coordination Team Leaders
Inquiry Triage: Triage non-patient inquiries to appropriate departments
Feedback Reporting: Provide organized feedback about patient interactions on a regular cadence
Utilization Support: Support corrective measures aimed at increasing service utilization metrics

39. Intake Coordinator Duties

Community Outreach: Conduct outreach to community partners, including presentations on child maltreatment, bereavement, and how CHP’s services can effectively address children’s needs
Assessment Scheduling: Coordinate scheduling of assessments and childcare
Volunteer Training: Train and oversee students and volunteers on childcare, data management in Qualtrics and SPSS, psychological assessments, and other lab protocols
Supply Management: Maintain supplies for all clinical research projects
Fundraising Support: Assist with development and fundraising activities
Caregiver Screening: Conduct phone screens with caregivers of traumatized and grieving children
Assessment Administration: Administer standardized assessment measures to caregivers and children (ages 4-17) who have experienced interpersonal trauma
Risk Assessment: Conduct risk assessments for self-harm, psychotic symptoms, and child maltreatment
Psychoeducation Delivery: Provide psychoeducation on trauma symptoms and trauma-specific interventions
IRB Coordination: Compile applications and amendments for the Institutional Review Board
Data Management: Assist with data collection and management, including building online data collection via Qualtrics, writing SPSS syntax, and data entry and cleaning
Data Analysis: Assist with data analysis for grant reports
Literature Review: Conduct thorough literature reviews on psychological measures to help supervisors determine appropriate protocol changes
Research Support: Assist with conference presentations and manuscripts

40. Intake Coordinator Details

Inquiry Response: Answer and respond immediately to telephone/web form inquiries concerning potential client admissions
Admissions Assessment: Performs admissions assessments for all prospective clients
Criteria Verification: Verifies that the client to be admitted meets all clinical and financial criteria for admission
Service Knowledge: Maintain an accurate knowledge of the services provided to answer any questions and guide individuals through the intake process in an engaging and welcoming manner
Data Entry: Enter new client information into the electronic medical record
Database Management: Utilize and provide upkeep of the inquiry database
Insurance Processing: Understand and review insurance quotes and complete pre-certifications
Consent Management: Understand and explain all consents needed to admit a patient, including getting releases of information at the time of intake

41. Intake Coordinator Responsibilities

Call Handling: Answers telephone calls in accordance with IHA telephone etiquette guidelines
Message Management: Takes and relays accurate, comprehensive, dated and signed messages promptly
Intake Services: Provides intake services to callers and walk-ins requesting outpatient mental health, chemical dependency or psychoeducational services, and schedules appointments for appropriate callers
Appointment Coordination: Assists in coordinating available appointment times and skills of clinical staff with callers qualifying for services at the Outpatient Psychiatry and Counseling Center
Intake Reporting: Assists in maintaining intake logs, enters demographic data on cases new to the clinic into the intake database, prepares monthly/periodic reports of intake service requests/actions, and extracts and analyzes data related to the impact of intake processes on patient care, customer satisfaction and related process and outcome variables
Administrative Scheduling: Schedules meetings and appointments, makes phone calls, works with patient registries, mails and faxes letters and documents promptly
Supply Management: Organizes and maintains inventory of office supplies and stock of printed material
Document Preparation: Uses word processing software to create and update miscellaneous memos, forms, and signs to communicate with office staff
Report Creation: Accurately prepares and updates memoranda, spreadsheets, reports, forms, signs and other documents
Facility Support: Serves as the primary contact person for other staff regarding routine facility and office equipment issues
Event Coordination: Assists with coordinating office functions (i.e., luncheons, breakfasts, dinners), interviews, special events, gatherings, and meetings
Workspace Maintenance: Monitors, organizes and keeps the work area clean
Cross-Office Support: Supports other offices, attends required meetings and training and participates in committees
Cash Handling: Maintains postage meter and petty cash fund (in some positions)
Project Support: Completes special projects and performs other administrative support duties

42. Intake Coordinator Job Summary

Admission Coordination: Be responsible for the evaluation/admission and/or transfer process of patients following referral
Customer Service: Serves as the first line of customer service for internal and external customers
Referral Processing: Receives and documents patient referrals to home health services, ensuring compliance with applicable coverage criteria
Information Gathering: Gathers appropriate information to assist the clinical team in scheduling an evaluation visit
Evaluation Coordination: Coordinates the evaluation/admission process and may assign field staff to conduct initial assessment
Team Communication: Communicates pertinent patient information to the care center team
Resource Referral: Makes referrals to other community resources by the Director of Operations/BD team
Insurance Coordination: Coordinates with other departments for insurance verification and payer authorization
Business Development Support: Communicates and follows up with Business Development regarding pending admissions or with the Director of Operations

43. Intake Coordinator Accountabilities

Inquiry Response: Be responsible for responding to all inquiries (telephone and walk-in) regarding possible admission to the program or outpatient clinic in a timely, customer-service-oriented manner
Intake Coordination: Assigns and coordinates intake evaluations with appropriate providers based on patient needs
Screening Documentation: Completes documentation upon which the intake screening is based and provides it as a part of the patient’s clinical record
Clinical Consultation: Consults with clinical staff regarding recommendations for intake versus referral to other sources
Patient Referral: Refers patients to other levels of care within the hospital, the outpatient programs, or to other providers or programs if treatment by Providence Breakthrough or Providence Behavioral Medicine Group is not appropriate or feasible
Team Collaboration: Works closely with the clinical supervisors, the operations director, the medical director, and the billing manager
Schedule Review: Reviews provider schedules daily to assist with filling schedules
Crisis Management: Maintains poise under crisis conditions
Crisis Resolution: Follows through on managing crises until resolution, i.e., patient placement or referral to the treatment team or Clinical Supervisor for further follow-up/case consultation or case resolution
Assessment Coordination: Acts as a resource and coordinates assessments with other behavioral/mental health professionals

44. Intake Coordinator Functions

Shipment Handling: Be responsible for receiving shipments of samples and supplies, inspecting deliveries to ensure they’re not damaged
Sample Entry: Enter samples into tracking software, identifying the type of testing required
Job File Creation: Create an appropriate LTN job file indicating the testing to be performed and including appropriate paperwork and methods
Sample Labeling: Label samples with applicable tracking numbers and store them in an appropriate location and conditions
Client Correspondence: Correspond with clients on questions and issues related to the samples
Supply Logging: Ensures supplies are logged in appropriately and delivered to the appropriate parties
Inquiry Management: Accurately and professionally screens, organizes, and prioritizes inquiries and complaints through OPE’s reporting portals, ensuring routing to the appropriate University offices
Complaint Triaging: Coordinates and leads the office’s triaging of complaints with a specific eye toward potential Title IX allegations and reports that implicate Clery Act under federal law, and mandated reporting obligations per state law
Case Management: Maintains the University’s central case management system and other tracking logs, ensuring confidentiality and security of all relevant records and complaints
Quality Assurance: Assists with OPE’s quality-assurance, training and auditing role for the reporting of misconduct by stakeholders and use of the University’s central complaint tracking system

45. Intake Coordinator Job Description

Regulatory Compliance: Assures agency intake processes meet applicable local, state, or federal licensing/regulatory requirements in addition to agency policies and procedures
Staffing Coordination: Coordinates with agency Team Coordinators/Staffing Specialists, ensuring appropriate staffing coverage for new referrals
Admission Coordination: Coordinates with agency RN Case Managers and clinical staff to assure efficient admission of new referrals
Service Coordination: Ensures effective and timely coordination of client home care services through the timely completion of required documentation and computer data entry for new intakes, as well as the timely transfer of pertinent medical data to the client’s physician, therapists, and agency staff members
Data Management: Maintains accurate and comprehensive client medical data throughout the intake process
Practice Review: Notifies the Branch Manager regarding proposed changes that may affect intake practices
Complaint Resolution: Investigates and takes appropriate actions on client/consumer complaints
Referral Support: Providing customer service and follow-up with referral sources to ensure case management and patient needs are met
Referral Processing: Receiving medical referrals from WCB Alberta and other referral sources
Patient Contact: Contacting patients via telephone to arrange appointments in a time-sensitive environment, as well as phone contact with insurance companies
Documentation Preparation: Preparing documentation to be forwarded to clinicians
Clinical Collaboration: Collaborating with health professionals to coordinate diagnostic testing and timely reporting to meet stakeholder needs

46. Intake Coordinator Overview

DME Coordination: Be responsible for the DME business aspects of arranging care about insurance verification, coverage limits and identifying and qualifying medical documentation requirements
Coverage Instruction: Instruct customers on payer coverage criteria
Retail Sales: Coordinate retail sales for walk-in customers
Call Management: Responsible for heavy telephone volume and personal contact with the public through answering and referring incoming calls
Equipment Training: Instruct customers of all ages on the safe and proper use of home medical equipment and supplies, along with related home safety, infection control, and emergency preparedness issues
Delivery Scheduling: Schedule delivery and pick up of medical equipment and supplies
Intake Processing: Complete the intake process for children seeking to access supports through the NDIS
Family Support: Ensure children and families are supported using a child and family-centred approach to determine the most effective supports
Customer Service: Delivering and maintaining excellent customer service with each interaction
Functional Assessment: Considering the evidence presented and performing functional assessments
Capacity Building: Working within a strengths-based, family-centred approach to support families in capacity building, problem-solving, and achieving outcomes

47. Intake Coordinator Details and Accountabilities

Referral Management: Manage email, fax and web portals for new referrals and answer incoming calls regarding new referrals and work closely with other departments to complete referrals
Insurance Verification: Verify insurance coverage online or via phone to determine patient OOP, obtain documentation to ensure the products that are being ordered meet insurance requirements
Authorization Coordination: Coordinate with authorizations counterparts to ensure all info required by insurance to successfully authorize, dispense and bill medications is obtained
Data Capture: Capture all relevant information in internal systems
Event Coordination: Coordinate with Clinical Liaisons to schedule learning events at facilities
Member Communication: Communicate in writing via an acknowledgement letter to members regarding the receipt of their case
Case Assignment: Assign cases to Liaison 1, utilizing the rotation spreadsheet
Team Collaboration: Work collaboratively and cross-functionally with teammates
Ticket Management: Correctly identify standard, exempt, void, and duplicate tickets in JIRA
Work Prioritization: Prioritizes work effectively and is acceptably productive
Attendance Compliance: Maintains an acceptable attendance record according to agency policy
Accountability: Accepts responsibility for behavior and activity
Quality Improvement: Participates in the agency's quality improvement program
Team Interaction: Interacts collaboratively with all team members
Confidentiality Compliance: Maintains confidentiality of patient and agency information at all times

48. Intake Coordinator Roles

Inquiry Management: Receives incoming Employee Relations, Compliance, and Legal inquiries from the Employee Relations Hotline, Integrity Hotline, emails, and system submissions, collects initial data and gathers information to route concerns appropriately to representatives within each team
Inquiry Response: Responds to and resolves general inquiries received
Report Generation: Assists with the generation of weekly/monthly reports of cases assigned
Advisor Coordination: Coordinates with ER Advisors and Senior ER Advisors
HR Project Support: Assists the Employee Relations team with various companywide HR initiatives/projects
Operational Support: Assists with the administration and support of the day-to-day operations for the Employee Relations team
Meeting Support: Schedules and takes minutes for team meetings for the Employee Relations team
Call Intake: Process intake calls efficiently and effectively by collecting complete and accurate demographic, clinical and insurance information of referrals
Call Triage: Triages intake calls to the appropriate level of care within the behavioral health continuum
Referral Documentation: Documents intake and referral information
Service Education: Educates patients and referral sources on behavioral health services offered
Resource Referral: Provides information regarding other community-based resources not offered at MWHC

49. Intake Coordinator General Responsibilities

Team Expertise: Act as a Subject Matter Expert for other team members
Intake Management: Manage the intake of members or the admission/discharge information post notification
Service Coordination: Work with hospitals, clinics, facilities, and the clinical team to manage requests for services
Referral Processing: Manage the referral process, processing incoming and outgoing referrals and prior authorizations, including intake, notification and census roles
Inquiry Resolution: Resolve inquiries from members and/or providers
Patient Intake: Provides intake services and setup for all new patients
Care Coordination: Coordinates the patient's care with physician offices, nurses, pharmacists and patients
Prescription Support: Coordinates prescription deliveries and refills for patients
Team Support: Supports other team members in the healthcare teams
Call Handling: Answers phone calls from patients, medical offices and customer service representatives
Intake Facilitation: Facilitates the intake process for all new patients
Relationship Management: Establishes and maintains positive working relationships with current and potential referral sources
Insurance Verification: Performs initial and continuing insurance verifications for patient census
Authorization Management: Initiates and maintains prior authorizations for patients
Program Enrollment: Enrolls patients in any MAP/PAP programs available to them

50. Intake Coordinator Responsibilities and Key Tasks

Patient Admission: Receive and process new patients for admission to the agency using a leading EMR system
Care Coordination: Coordinate care by assigning a case manager and a clinician to ensure 48-hour admission
Professional Communication: Communicate with various healthcare professionals to provide the highest level of care
Order Processing: Use a HIPAA-compliant eFax system to receive and process orders for new and current patients
Follow-up Calls: Perform follow-up calls to patients and families to offer clear and supportive communication
Program Explanation: Conduct initial calls to explain the benefits of the program to the patient
Patient Registration: Welcome, register, and admit patients to the healthcare program
Record Creation: Gather information about the patient and create patient records
Appointment Scheduling: Make appointments and schedule procedures for future medical treatments
Service Referral: Answer questions related to services and make referrals
Document Management: Manage all documents that are faxed, mailed, and scanned into the Inside Sales Department
Record Linking: Ensure they are properly scanned and linked to appropriate patient records
Training Record Processing: Process training records sent in from Clinical Services Managers
Management Feedback: Provide feedback to the management team on an as-needed basis

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