What Does An Intake Specialist Do?

WHAT DOES AN INTAKE SPECIALIST DO?

Published: Sep 24, 2025 - The Intake Specialist receives and responds to incoming referrals and patient inquiries, assesses service needs, and determines eligibility based on company capabilities and payer coverage. This role enters detailed referral, clinical, and insurance information into the system, facilitates communication with referral sources and branches, and ensures timely follow-up and authorization tracking. The specialist also supports care coordination, identifies alternative resources, generates sales correspondence, and maintains thorough knowledge of company and community services.

A Review of Professional Skills and Functions for Intake Specialist

1. Intake Specialist Duties

Call Handling: Be responsible for taking all incoming intake calls, physician office referrals, CMH referrals, and answering voicemail.
Appointment Scheduling: Schedule all appointments with therapists after assigning the consumers to the appropriate provider based on credentialing and client need.
Psychiatric Referrals: Complete Psychiatric service referrals for consumers in active status by scheduling Initial Psych Services Appointments.
Insurance Verification: Verify consumer insurance and identify co-pays, deductibles, etc.
Data Entry: Enter all demographic and insurance details into the EHR.
Client Reception: Be responsible for greeting clients upon arrival, verifying correct demographic/insurance information at every visit, and then notifying the therapist/doctor of the client’s arrival.
Intake Assistance: Explain the intake paperwork to the new client and assist with the completion of this paperwork.
Document Verification: Verify all areas are completed and witness documents.
Form Preparation: Complete setup of all intake forms and releases for completion during the intake appointment.
Intake Guidance: Explain the intake paperwork to the new client and assist with the completion of this paperwork.

2. Intake Specialist Details

Document Verification: Verify all areas are completed and witness documents.
Authorization Support: Enter information in the patient notes of the face sheet, explaining to therapists what action needs to be taken for the authorization process.
Intake Correspondence: Print Intake letters and mail to client with MSH and brochure.
Payment Collection: Collect any co-pay and/or past due balances.
Report Management: Run ATP reports and send out ATP letters.
Survey Completion: Complete annual surveys by the supervisor.
Medicaid Validation: Validate active Medicaid status each month for active consumers.
Case Reporting: Run and print routine case activity reports from EHR to notify providers of potential discharges.
Voicemail Management: Check and respond to voicemail messages each morning upon arrival.

3. Intake Specialist Responsibilities

Intake Management: Complete intake cancellations/schedules in the computer.
Report Preparation: Prepares reports and compiles information by management.
Document Scanning: Complete any required document scanning into the EHR and the Sentri system.
Care Coordination: Coordinate with nursing staff to complete any pharmacy prior authorizations, injection scheduling, and/or lab report requests from doctors.
Reminder Calls: Place reminder calls for all clients on the day preceding their scheduled appointment.
Community Representation: Represent the clinic in the community through participation with community service groups or through public presentations.
Team Participation: Participate as a team member on special projects or new offerings.
Professional Development: Attend workshops and invest in ongoing professional growth.
Meeting Attendance: Attend Administrative Staff meetings.
Safety Contribution: Contribute to building safety through vigilance and the use of precautions.

4. Intake Specialist Job Summary

Intake Facilitation: Facilitates intake/orientation, explaining Youth Services and expectations.
Participant Support: Shows interest and concern for all participants, treating them with respect and care.
Data Entry: Inputs data into automated reporting systems and/or other database systems.
Document Assistance: Assists with documentation, including collecting required completed documents accurately and expeditiously.
Office Support: Assists other Center staff with various office support functions.
Equipment Operation: Operates fax, copier, and telephone system.
Record Maintenance: Maintains detailed participant records in compliance with policies and procedures.
Participation Tracking: Prepares and maintains current and accurate accounting of customer participation.
File Management: Maintains an organized and efficient filing system for documentation across programs.

5. Intake Specialist Accountabilities

Client Communication: Respond to calls and emails from clients promptly.
Client Referrals: Provide appropriate internal and/or external referrals to clients.
Call Tracking: Document and track all client calls and emails.
Complaint Intake: Conduct intake of fair housing complaints.
Intake Documentation: Maintain concise and comprehensive documentation of intakes.
Database Management: Maintain the intake/case database up to date.
Data Reporting: Assist with reporting of intake/case data to funders.
Confidentiality Maintenance: Maintain confidentiality on all project activities.
Housing Research: Keep abreast of trends in the housing sector and provide support for HOPE’s resource development initiatives.

6. Intake Specialist Functions

Client Intake: Meet and interview clients to conduct intake, assessment and program eligibility determination.
Resource Referral: Provide information and referral to appropriate resources and prioritize needs and services.
Application Assistance: Assist clients with completing applications, appeals and/or re-certification program assistance.
Service Coordination: Assist the client in working through the sequence of delivery to maximize resources and reconcile duplication of benefits.
Case Documentation: Accurately complete and submit all case notes, files, and records promptly, use appropriate tracking and database systems to record case and progress notes, and maintain detailed and organized files.
Client Support: Respond to inquiries about client needs, benefit eligibility, and referred services and resources in a courteous, compassionate, and timely manner.
Progress Reporting: Obtain needed information and complete regular reports regarding client progress.
Compliance Reporting: Maintain accurate services and progress and generate reports in accordance with Agency standards and federal, state, and local funding guidelines and requirements.
Client Monitoring: Maintain contact with clients and/or their families to track progress and needs.
Caseload Documentation: Complete documentation on all assigned caseloads.
Report Submission: Submit all reports promptly.
Staff Participation: Actively participate in all staff meetings, trainings, or educational workshops.
Emergency Services: Provide on-call and emergency case management services.

7. Intake Specialist Job Description

Customer Greeting: Greet new and existing customers over the phone.
Application Review: Assist with the review of applications for approval and data entry.
Program Application: Apply to the appropriate program lead or CHN Housing Capital.
Data Management: Use data programs to identify and update applicant information.
File Management: Participate in file management, pre/post-job finalization.
Call Center Support: Participate in the call center for the Lead Services Department.
Program Participation: Participate in program meetings to stay up to date on program requirements.
Client Documentation: Document all relevant information when interacting with the client.
Project Communication: Communicate regularly with the Project Manager, Loans and Grants.
Decision Support: Contribute to departmental and organizational decision-making through active participation in the process.

8. Intake Specialist Overview

Client Rapport: Establish rapport with potential clients immediately over the phone.
Case Analysis: Conduct a brief case analysis via a thorough conversation with structured questions and training.
Appointment Scheduling: Immediately schedule potential clients for a meeting with an attorney or other team member.
Follow-up Coordination: Schedule follow-up calls with potential clients and collect pertinent information or case assets.
Documentation Procedures: Follow established procedures for documentation and notes.
Customer Service: Provide great customer service and lead by example.
Task Management: Track and execute many different tasks daily.
Case Posting: Post all new cases on intake sheets and messages in Filevine promptly and accurately.
Case Research: Research the potential client and case to help inform paralegals and lawyers about the viability of the case.
Evaluation Leadership: Sets the tone and pace of the client case evaluation.
Case Tracking: Keep track of cases that have been referred to attorneys with whom associate.
Team Collaboration: Help create a positive team environment by communicating with each team member to ensure all potential new clients are given prompt attention.

9. Intake Specialist Details and Accountabilities

Waitlist Management: Organize and follow up with the Waiting List.
Client Evaluation: Evaluate prospective clients (DDAP screening).
Supervisor Review: Review prospective clients with the supervisor.
Approval Submission: Submit prospective clients for Director and medical approval.
Schedule Coordination: Review the Doctor’s schedule and coordinate intake appointments accordingly.
Paperwork Completion: Complete Initial Paperwork with Client.
Authorization Management: Be responsible for authorizations or the funding source.
County Admission: Complete Admission Paperwork for County.
Patient Identification: Assign Patient Identification Number.
Intake Scheduling: Schedule all Intake appointments and place them in the scheduler.
Session Facilitation: Facilitate orientation and other supportive group sessions.
System Entry: Add Patient to Smart Management System.
Dual Enrollment: Follow through on dual enrollments for the incoming clients.
Form Management: Manage the dual-enrollment forms for other clinics.
Treatment Documentation: Complete required treatment notes/patient contacts.
Client Discharge: Complete Discharge Paperwork on unassigned clients.
Dosing Management: Manage all the incoming courtesy dosing.

10. Intake Specialist Tasks

Order Entry: Inputting new orders in a timely and accurate manner.
Order Distribution: Distributing new orders to the Team Leader in an orderly fashion.
Rush Prioritization: Prioritization of Rush/Special orders, and providing relevant notification to the Team Leader.
Order Processing: Assuring that all orders are received, input, and distributed to a Care Coordinator before the close of business for the day.
Order Tracking: Tracking/documentation of order types and their distribution.
Order Verification: Verifying the number of orders received online.
Document Saving: Saving documents (prescriptions, reports, etc.) into OMNI.
Referral Management: Gathering and verifying information regarding new referrals.
Follow-up Reminders: Setting and completing reminders to follow up on missing information/documents.
Information Updates: Notifying Care Coordinators/Team Leader of the addition of information/documents to existing orders.

11. Intake Specialist Roles

Referral Screening: Screen referrals and information provided to the liaison and/or referral source to determine the appropriate fit when matching with characteristics of existing foster homes and input into the systems.
Home Outreach: Conduct outreach and maintain communication with Foundling foster homes with vacancies to successfully match, especially new recruited homes pending placement, to meet target goals.
Vacancy Tracking: Utilize the IHL (Integrated Home List) to determine which homes have vacancies and which homes have not accepted children in 6 months or longer.
Home Assessment: Assist Resource Parent Coordinators in assessing vacant homes for continued viability.
Case Advising: Advise with program leadership on particularly complex or challenging cases to determine whether to accept a referral.
Vacancy Listing: Provide a list of vacancies to the case planner when presented with a replacement form.
Placement Support: Assist Resource Parent Coordinators in assessing the viability and availability of foster homes for internal placements.
Motivational Interviewing: Utilize motivational interviewing skills and a trauma-informed approach to working with foster parents, case planning staff, and youth in foster care.
Eligibility Monitoring: Monitor referrals and ensure that all youth enrolled meet the eligibility criteria.

12. Intake Specialist Additional Details

Placement Review: Regularly review the placement module and children pending placement for potential matching throughout the day.
Intake Coverage: Provide coverage for the Intake Coordinator when the IC is out of the office.
Document Management: Ensure the submission and upload of documents in CNNX, Microsoft Teams Planner, BINTI, and EVOLV database systems promptly.
Meeting Participation: Attend monthly team meetings, home development, placement meetings and participate in individual and group coaching for peer support, professional development, and updates to state, city and agency guidance.
Agency Relations: Maintain interpersonal relationships with contacts at ACS OPA and participate in ACS Strike Force Placement meetings via phone and in person.
Staff Training: Act as liaison to train and advise Foundling on-call staff, such as house supervisors and program leadership, on navigating the placement module in Connections and accepting referrals after-hours.
External Representation: Attend ACS trainings, stakeholder meetings and other external forums about the placement module, vacancy tracking and updated guidance on eligibility and placement.
Parent Outreach: Attend MAPP graduations and provide information to prospective foster parents on what to expect when deciding on placement of a child and on working with the I.
Parent Support: Assist with foster parent recruitment, support and recognition activities.

13. Intake Specialist Essential Functions

Front Desk: Serve as the front desk receptionist at the CAO Satellites offices in Far Rockaway and Corona, NY (must have reliable transportation).
Intake Support: Support customers with the intake process and registration paperwork.
Call Handling: Fielding all calls appropriately and with excellent customer service.
Data Entry: Inputting and updating confidential information into the Salesforce database.
Clerical Support: Provide administrative/clerical support (including photocopying, mail distribution, and office supply inventory).
Office Coordination: Coordinate and maintain staff office space, phones, and office key records.
Program Outreach: Conduct program outreach and follow-up via phone and e-mail.
Office Maintenance: Ensure a clean and functional office environment and order office supplies.

14. Intake Specialist Role Purpose

Call Management: Receive and respond to incoming calls from referral sources or potential patients, exchange information to identify patients’ needs, and determine the Company’s ability to meet them.
Follow-up Tracking: Record the outcome of calls, make follow-up calls, track and report on conversion ratios, and identify alternative community service sources.
Referral Entry: Enter referral information in the System, including clinical information and orders for services.
Payer Identification: Identify potential payer sources, establish primary payers, document demographic/clinical/payer information, and determine coverage availability for third-party non-governmental payers.
Referral Notification: Notify the branch of referral via email as either pending or ready to be staffed.
Service Knowledge: Develop and maintain a working knowledge of all services and resources provided by the Company and available within the community.
Account Access: Access national account information, including the names of the accounts and the terms of the contracts.
Referral Communication: Interact with referral sources to facilitate communications, answer questions and resolve problems.
Authorization Management: Obtain ongoing authorizations for visits based upon written information supplied by clinical field staff.
Request Submission: Submit requests to appropriate payers, document authorization, and notify the branch via e-mail when authorization is obtained.
Care Coordination: Work with the Intake Manager and the Branch Managers for care that is inappropriate, incomplete, or not a covered benefit.
Sales Support: Generate sales correspondence, contact referral sources, and assist in sales/marketing activities.

15. Intake Specialist General Responsibilities

Referral Tracking: Track all incoming referrals from various sources and follow up with appropriate facilities or patients for any necessary documentation.
Report Generation: Run all necessary reports for tracking and follow up on a daily, weekly, and monthly basis.
Insurance Verification: Complete insurance and physician verification per regulations.
Data Entry: Accurately input patient information into the computer system.
Care Facilitation: Work alongside the Clinical Supervisor and Scheduler to facilitate the start of patient care.
Record Management: Work with Medical Records in obtaining all needed documentation for an accurate client record.
Meeting Participation: Attend weekly Council on Aging Case Management meetings.
Call Handling: Assist the department with timely answering and directing of all incoming calls, take messages accordingly, and problem-solve.
Cross-Training: Cross-train to schedule clinician visits and audit patient charts.
Referral Reporting: Report to all supervisors on the status of referrals and conversions.
Document Scanning: Assist with the saving of all documentation scanned for patient records and attach scanned documents to patient folders.

16. Intake Specialist Key Accountabilities

Client Screening: Screen new and potential clients across the entire spectrum of single-event personal injury matters, as well as mass torts.
Data Management: Manage all data entered/saved to the databases.
Intake Reporting: Regular daily, weekly, and monthly reporting on intake.
Client Sign-ups: New client sign-ups across all channels, in-office and remote, both during business hours and after hours.
Investigation Support: Intake or pre-litigation investigation work, including crash reports, background checks, workers’ compensation verification, OSHA investigations, etc.
Client Relations: Resolve client questions, concerns, and other escalated issues by phone and in person.
After-hours Intake: Manage after-hours intake.
Audit Support: Support internal and external audits.
Compliance Assurance: Ensure complete compliance at all times.

17. Intake Specialist Roles and Details

Record Processing: Monitoring and processing of medical records received via fax or mail, documents are scanned/imaged, and an account is created with the attachments.
Record Routing: Performing accurate and timely fax, email, and mail routing of medical records.
Urgency Review: Reviewing documents to check for urgency, such as hospital discharges and applying priority in the review, entry, and routing of such orders.
Account Creation: Identifying if medical records are for a patient of record or if the patient is new, creates an account within the software and attaches records and routes to the appropriate department.
Department Support: Assisting other departments with printing, mailing, or faxing medical records, claims, remittance advice documents, or invoices.
Coverage Coordination: Coordinating breaks, lunches, and work schedule with other Order Intake Specialists to maximize coverage in receiving and responding to medical records.
Confidentiality Compliance: Maintaining strict confidentiality of patient personal information.
Inquiry Handling: Addressing inquiries via phone and e-mail, and obtaining all medical, demographic and insurance information needed.
Referral Support: Ensuring referral forms are completed correctly and assisting with securing any supporting documentation needed.

18. Intake Specialist Responsibilities and Key Tasks

Call Screening: Screen telephone calls before scheduling an attorney-client consultation.
Inquiry Monitoring: Persistently monitor all potential new client inquiries (email, internet, phone, and referrals).
Client Outreach: Immediately contact every potential client and establish a relationship with the client.
Inquiry Follow-up: Follow up with pending inquiries.
Log Updating: Update logs and reporting systems to reflect the status of all potential new clients.
Client Interviews: Conduct potential new client interviews with genuine empathy and compassion.
Appointment Scheduling: Schedule appointments for potential clients.
Note Taking: Take accurate notes during the attorney-client initial consultation.
Attorney Collaboration: Collaborate with attorneys to complete the initial consultation process.
Case Support: Assist attorneys with administrative tasks related to opening new cases and maintaining databases.
Attorney Assistance: Follow instructions from the supervising attorney and perform accordingly.
Administrative Tasks: Write emails, transcribe notes, research legal documents, fax, copy, and create spreadsheets (can maintain complex spreadsheets).

19. Intake Specialist Duties and Roles

Benefit Verification: Perform verification of benefits to determine coverage and payer requirements.
Benefit Loading: Load all benefit information correctly to allow for clean claims and streamlined revenue.
Patient Interview: Interview patient/caregiver to gather, confirm, and input medical, insurance, and demographic information.
Documentation Assessment: Assess face-to-face documentation to determine if payer requirements are met.
Risk Evaluation: Assess or evaluate the risk of the shipping device based on information received in the patient interview, place of service, insurance validation, and Government and Commercial Insurance requirements.
Financial Counseling: Discuss patient financial liability, set up payment plans, discuss patient financial assistance, and follow up on applications.
Patient Education: Educate the patient/caregiver on the benefits of therapy and promote therapy adherence.
Event Documentation: Accurately document events and communications promptly.
Form Initiation: Initiate the process for obtaining any necessary forms, such as the TCR, ABN, and other forms required during the training process, and Waivers.
Patient Follow-up: Provide timely follow-up with patient/caregiver.
Team Collaboration: Work collaboratively with multiple teams to optimize outcomes for patients.
Device Facilitation: Facilitate the return of the device when the patient no longer demonstrates benefit from therapy.
Integrity Compliance: Perform with the highest level of integrity, while complying with the Global Code of Conduct, applicable work instructions, and applicable laws and regulations to enhance outcomes for patients and their caregivers.
Sales Collaboration: Work collaboratively with Sales Enablement and Account Executives to ensure healthcare team and patient needs are met and coordinate contact and in-hospital training.

20. Intake Specialist Duties

Caller Support: Assist, educate, and support callers from the COA 5 county area who are attempting to negotiate the aging and disability network or coping with difficult long-term care decisions, about available community resources and services.
Referral Screening: Complete telephone and computerized screening from all referral sources, to determine an individual’s appropriateness for COA-administered services, and complete referrals to COA and community agencies.
Crisis Assistance: Assist callers with crises and follow the COA Suicide Prevention Protocol.
Issue Communication: Work closely with the assessors and other COA employees on communicating consumer-related issues through conversations with consumers or referral sources.
Program Knowledge: Maintain current knowledge on all COA programs, Medicare, Medicaid, long-term care topics and other senior issues in order to assist seniors and/or their caregivers.
Confidentiality Compliance: Adhere to COA confidentiality policy, consumer rights and responsibilities, and HIPAA protocol for all individual information and interactions.
Medicare Assistance: Assist consumers in selecting the best Medicare D options by providing information and education.
Community Education: Assist in providing training or education to the community or staff on aging and disability resources and issues.
Certification Maintenance: Obtain training and maintain certification for OSHIIP, AIRS, or other programs by the Manager.

21. Intake Specialist Details

Client Intake: Act as the first point of contact for people seeking treatment services at CORE.
Call Tracking: Track calls for service and initial screening of people seeking services at CORE.
Care Assessment: Complete level of care assessments to determine appropriateness for services provided by CORE.
Meeting Participation: Attend Team Support Meetings, Recovery Plan Update meetings, and clinical supervision as scheduled.
Service Referrals: Initiate and manage referrals for services either at CORE or other community service agencies that could better meet the person’s needs.
Referral Coordination: Work cooperatively with the Resource Coordinator to manage referrals and follow-ups with persons in recovery (PIR).
Billing Coordination: Work cooperatively with the Fiscal Administrator to ensure that billing is timely and correct.
Case Presentation: Prepare case presentation for assigned clients at Team Support Meetings and Recovery Plan Update meetings.
Resource Coordination: Determine resources needed to meet the individualized needs identified in the assessment process and assist with the coordination of community support activities.
Regulatory Compliance: Ensure that all RHD, county, MCO, contractual and state regulations and expectations are met and that the program is prepared for review with limited notice.
Data Entry: Enter all required data into WITS and ensure accuracy and completeness.
Paperwork Completion: Complete all required paperwork within agency, State, County and MCO timeframes.
Session Documentation: Document groups, education seminars, individual sessions, and any other significant contact with a person in recovery daily.
Meeting Documentation: Document Team Support Meetings (Case Consultations).
Agency Documentation: Complete all other agency and licensing required documentation.
Escort Support: Provide escort support for PIRs on appointments that are therapeutically appropriate.
Training Participation: Attend training by RHD and licensing bodies.

22. Intake Specialist Responsibilities

Intake Scheduling: Schedule and conduct intake and follow-up appointments with program applicants, including screenings via telephone, in person, and in the field at Department of Homeless Services (DHS) installations, homeless shelters and other outreach/recruitment locations.
Eligibility Communication: Understand and communicate the programs’ eligibility and admission criteria.
Needs Assessment: Assess households’ immediate service needs, providing referrals for immediate services.
Screening Documentation: Document intake screenings and maintain records for each applicant and enrolled participant in both DHS CARES and AWARDS systems.
Document Collection: Collect required documentation for program enrollment and scan documents for digital archiving.
Enrollment Assistance: Assist applicants with obtaining necessary documentation for program enrollment.
Decision Notification: Notify Veteran households of intake decisions.
Service Referrals: Provide referrals for Veterans services, both in-house and for external supports.
Agency Linkages: Develop strong linkages with referring workers and agencies.
Report Assembly: Assemble intake reports, including spreadsheets to summarize data.
Team Participation: Participate in team meetings.
Letter Preparation: Prepare formal letters and enclosures for distribution to applicants and referral sources.
Information Response: Respond to information requests from internal SUS staff and DHS.
Participant Contact: Maintain close contact with participants and staff.

23. Intake Specialist Job Summary

Calendar Coordination: Coordinate and schedule calls and maintain the attorney's calendar.
File Assembly: Copy and assemble case files.
Document Scanning: Scan and save case files to the firm's document management system.
Inbox Monitoring: Monitor the inbox for incoming visa requests.
Request Processing: Process initiation requests by entering and sending necessary questionnaires to managers to complete and return.
Matter Setup: Use firm systems to create client-matter billing numbers and file barcodes.
File Creation: Create files, including requesting client-matter numbers via Workflow.
Follow-up Tracking: Follow up daily with VBs and managers for any documentation and/or questionnaires that have not been submitted.
Eval Submission: Scan and submit requests for educational evaluations.
Review Preparation: Assemble case files for the attorney to review.
System Updates: Update VisaTrax/Zoom once the evaluation is received.
Case Assignment: Assign to the case manager for processing.
Client Support: Process and respond to a high volume of client inquiries (timeframe of filing, explanations about questionnaires, status updates, and document verification).

24. Intake Specialist Accountabilities

Intake Screening: Conduct intakes and needs-based screenings for newly mandated and voluntary participants.
Participant Orientation: Help participants process their experience with the justice system and orient them to Manhattan Justice’s work and programming.
Requirement Explanation: Explain program requirements and expectations to participants.
Case Management: Provide comprehensive case management services to a caseload of participants to address needs such as substance use, mental health issues, housing, employment, and educational and vocational needs, as well as other challenges in a participant’s life.
Scheduling Support: Assist with scheduling and rescheduling participants for intakes and assessments for both on-site and off-site services.
Outreach Coordination: Assist with outreach to participants and defense attorneys to ensure all mandated participants are effectively engaged.
Referral Collaboration: Collaborate with onsite and community-based service providers to complete referrals and ensure accurate attendance reporting.
Enrollment Tracking: Maintain accurate information regarding enrollment in services.
Data Entry: Assist with and ensure accurate data entry in the electronic case management database.
Compliance Monitoring: Monitor compliance of court-mandated services and prepare compliance reports to be submitted in court.
Voluntary Referrals: Provide voluntary referral information to participants.
Reception Support: Greet individuals in the reception area.
Staff Participation: Participate in all staff meetings and trainings.
Community Engagement: Attend evening court and community-based events and meetings.

25. Intake Specialist Functions

Call Handling: Answer calls promptly and determine the primary need and discern the urgency of the presenting housing crisis.
Housing Assessment: Provide comprehensive housing assessments utilizing modules in the Homeless Management Information System (HMIS) Service Point.
Housing Referrals: Assist with housing information and/or referrals to prevent homelessness and/or secure permanent housing.
Action Planning: Develop an “Action Plan” utilizing a strength-based approach with each consumer.
Resource Identification: Identify housing options and resources that are available to complement the consumer’s needs, resources, and expectations.
Data Recording: Record all data in “real time” within the HMIS Service Point.
Community Linkages: Provide and maintain community linkages to the needs of the consumer and provide as much information to the consumer as possible.
Casework Knowledge: Develop and maintain knowledge of social case work methods and techniques.
Community Participation: Attend community meetings, workshops, and seminars related to homeless issues.

26. Intake Specialist Job Description

Intake Services: Provides intake and mental health assessment services in the community, including residences, psychiatric hospitals, nursing homes, and institutes of mental disease, as well as public spaces and other locations.
Risk Assessment: Works in consultation with leadership to assess risk and completes safety assessments.
Team Consultation: Consults with team to determine the level of service, diagnostic impression, and prognosis and safety mitigation, elevates safety concerns to Thresholds' High-Risk Committee.
Scheduling Coordination: Independently schedules assessments and additional clinical services, including coordination between treatment teams, communicating with other agencies, hospitals, and potential members' families.
Record Maintenance: Maintain logs and other records of all contacts.
Direct Services: Provide direct service to members, including group counseling/therapy, case management, assertive community treatment, job support, crisis intervention, and psycho-social rehabilitation services.
Transportation Support: Provide transportation for members of the program using a Thresholds-provided vehicle or personal vehicle.
Legal Intake: Receive intakes for legal situations from potential new clients via electronic or telephonic sources.
Client Follow-up: Make multiple follow-up calls to potential new clients to make a successful contact.
Legal Screening: Upon successful contact, discuss the legal situation and prompt the intake contact to answer a series of questions to determine qualification for the legal intake.
Document Handling: Send legal documents for signature to contacts and follow up for signing.
Team Collaboration: Collaborate with team members to determine best practices and provide the best experience for all intake contacts.

27. Intake Specialist Overview

Concern Intake: Gather information from individuals reporting concerns related to care and neglect in long-term care facilities and enter into the database, and determine appropriate referral source for investigation (Ombudsman volunteer, Ombudsman Staff, or other agencies).
Consumer Support: Provide consumer information regarding residents’ rights, placement needs, and community resources.
Database Management: Maintain the Ombudsman Information System database and produce reports required by the State and National Ombudsman Reporting System, or any other reports required by the State Ombudsman Office, Funders, or the Director of Long-Term Care Services.
Facility Visits: Conduct general facilities visits to support the Field Ombudsman.
Training Support: Support program staff and the Volunteer Coordinator in the production of training for Ombudsman certification training, bi-monthly in-service training, team meetings, and volunteer assignments.
Intake Services: Provide admissions and intake services to patients and potential patients.
Inquiry Response: Respond to telephone inquiries from persons seeking mental health care or information about mental health-related services.
Patient Admission: Admit patients to the hospital and register outpatients with appropriate physician orders or transfers to another facility.

28. Intake Specialist Details and Accountabilities

Compliance Oversight: Ensures compliance at all times and reports any concerns to the Outpatient Director immediately.
Admission Coordination: Coordinates communication related to all assessment and outpatient admission activities, requests additional resources based on volume, and assists with providing emergency room assessments as backup coverage for ARC, to ensure throughput and disposition.
Diagnostic Assessment: Uses knowledge of diagnostic characteristics, symptomology, or primary chemical dependency and mental illness to provide services and determine the level of care based on diagnosis in a person-centered, supportive, outpatient environment.
Call Documentation: Be responsible for documenting all calls coming in, regardless of the outcome, in the approved format.
Referral Collaboration: Works collaboratively with the behavioral health sales team to provide data, ensure accurate referral data management, and includes sales team members in team meetings.
Fax Evaluation: Evaluates faxes received by looking for identifying information and, through thorough research in the Aerial system, links the file to open requests by the clinicians, which is instrumental in their completion of the review process.
Document Scanning: Scans, uploads, and labels case documents into the appropriate case files.
Administrative Support: Takes care of the administrative task for the clinicians through handling of inbound faxes under the Managed Care Folder and ensures proper transmittal of documents to the appropriate queue.
File Collection: Collects medical files and documents to be scanned, indexed, and uploaded to a web-based Utilization Review case management application.
Policy Compliance: Ensures compliance with agency policies and procedures regarding operations/processes, including but not limited to those regarding patient care, patient complaints, incidents, safety, and emergency management.
Call Handling: Answers incoming calls, AMS cases, and emails from insurance agents, and provides timely and correct product and service information.
Data Entry: Performs data entry of initial claim information to the claims system, working efficiently within deadlines and timeframes.

29. Intake Specialist Roles

Application Screening: Accept and screen applications, which have been dropped off and/or mailed in to the agency, complete all necessary paperwork, and secure all required documentation of the customer's eligibility for the program benefits.
Customer Correspondence: Send correspondence out to customers informing them of the status of their applications.
Application Review: Perform a final review of HEAP applications for accuracy to identify any errors or omissions and ensure that required forms are complete and all supporting documentation is included in the file.
File Referral: Refer inaccurate client files or records back to Intake/Outreach staff for resolution.
Insurance Verification: Verify insurance benefits for new patient referrals.
Re-verification: Re-verify insurance benefits for existing patients.
Charge Evaluation: Accurately evaluate charge and reimbursement estimates for therapies.
Documentation Review: Review all medical documentation against medical policy and obtain pre-determination, pre-certification, and authorizations.
Authorization Management: Update and maintain insurance and authorization information in billing software.
Call Intake: Answer incoming calls to gather and input relevant information regarding the client's potential case.
Case Screening: Gather details regarding facts, injuries/damages, liability, and insurance coverage to determine the veracity of a potential case.
Case Entry: Enter all details and information into the case management system, including actions to be taken with respect to accepting or rejecting cases.

30. Intake Specialist Essential Functions

Client Assistance: Be responsible for assisting clients in person, via telephone and e-mail.
Legal Assessment: Conduct preliminary assessment of member’s legal matter, review relevant documents and paperwork, and determine coverage by the Legal Summary Plan Description.
Appointment Scheduling: Schedule appointments/referrals, and follow up with mailing.
File Management: Create and appropriately document matters using the file management system (ProLaw).
Issue Prioritization: Recognize and prioritize critical issues concerning court dates, deadlines and potential conflicts.
Confidential Handling: Handle each inquiry in a confidential manner.
Client Outreach: Contact qualifying clients to inform them of program enrollment, the process to determine eligibility and next steps.
Document Verification: Verify that all required documentation is available and correct in accordance with the program guidelines, policies and procedures.
Paperwork Preparation: Prepare relevant paperwork to ensure that qualifying clients receive emergency financial assistance in accordance with Catholic Charities policies and procedures.
Call Screening: Answer and screen a high volume of calls, address and answer all inquiries.
Client Support: Assist potential clients via phone, email, and in person with professionalism and empathy.
Information Collection: Collect client information, draft summaries, and upload information into the firm’s database.
Claim Vetting: Work closely with the intake department, vetting the claims of prospective clients.

Relevant Information

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