Intake Coordinator

Intake Coordinator

ESSENTIAL FUNCTIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Other duties may be assigned.

The essential functions include:

  • Serve as administrative point person for Department of Mental Health and Urgent Appointments
  • Review and screen intake packets, provide timely responses and gather additional information from DCFS, DMH, Office of Probation, family members, foster parents, schools, self referring clients and others when necessary  in establishing eligibility
  • Conduct in person or telephone interviews to assess matching of all potential residential or community based clients.
  • Collaborate with leadership across divisions in the coordination of care for the newly matched clients.
  • Manage eligibility status for all referrals via collaboration with billing department
  •   Communicate and coordinate newly admitted client information to appropriate programs
  •   Manage, track and report on all County and Out of County compliance forms related to intake/admit
  •   Oversee and manage vacancy logs including:

o  VANS

o  SPA designated DMH Outpatient Funding

o  SRTS integrated system

o  SPA school based

  • Responsible for tracking agency vacancies in all divisions where behavioral health services are rendered. This includes on-going/frequent communication with division leadership on practitioner vacancies
  • Coordinate with Billing and Finance departments on agency allocations for Share of Cost and Other Health Care designated clients
  • Develop and maintain relationships with referring agencies, including participation in community events as part of the division's coordinated efforts to increase agency visibility
  • Perform admin responsibilities for BDH meetings as needed
  • Conduct tours of the agency as needed
  • Able to work weekends, afternoons and evenings to meet the scheduling needs of clients and their families.
  • Participate in inter-agency meetings to support department and division initiatives
  • Maintain agency information related to program and financial capacity, eligibility regulations and documentation standards that correspond to each behavioral health contract/program
  • Attend community events to promote Hillsides/Bienvenidos services including: health fairs, expos, community cultural events, etc.
  • Participate in audit preparation
  • Other duties are required

SKILLS AND ABILITIES REQUIRED TO PERFORM THE ESSENTIAL JOB FUNCTIONS:

Communication Skills and Abilities:

  • Ability to effectively present information and respond to questions from clients,  office personnel, other employees and the general public
  • Ability to read, analyze and interpret manuals and office documents
  • Ability to speak, read and write in English and Spanish is required 

Mental/Interpersonal Skills and Abilities:

  • Ability to define problems, gather, transcribe and post data, analyze, synthesize and classify information, and draw valid conclusions
  • Ability to work independently and with others ? including other employees, clients and members of the public -- in face-to-face and telephonic contexts
  • Ability to multi-task, establish priorities and manage time, meet deadlines and perform duties under time constraints
  • Ability to be flexible and adapt to changing work demands
  • Maintain high level of concentration and attention to detail for extended periods of time
  • Ability to respond effectively to sensitive inquiries or complaints
  • Maintain a high level of ethical and professional standards in accordance with agency and community policy

Physical Skills and Abilities:

  • Ability to talk or hear in order to give and receive information and instructions
  • Ability to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls
  • Ability to reach with hands and arms
  • Ability to use computer keyboard up to 50% of the day
  • Visual acuity, ability to adjust focus and peripheral vision for work on a laptop or other computer equipment
  • Lift and/or move up to 10 pounds

Equipment and Computer Software Skills and Abilities:

  • Computer literate (Advanced skills in Microsoft WORD, Excel and Outlook), data/electronic records program in use, and other applications related to billing of services
  • Able to use telephone, office copier, calculator, fax machine, computer printer and scanner, or other equipment as required

ADDITIONAL DUTIES & RESPONSIBILITIES:

  • Support all BHD activities
  • Participate in agency work groups and steering committees in support of BHD activities and projects

WORK ENVIRONMENT:

  • Regularly work indoors in a variety of environments
  • Potential exposure to blood born pathogens

EDUCATION, EXPERIENCE & CERTIFICATES

  • Bachelors degree in social work, child development, psychology preferred
  • Two to Four years of experience in a professional setting with direct contact with clients, providers and community partners
  • Advanced skill set in Microsoft Office, including Excel
  • Experience and knowledge in public/entitlement programs/insurance regulations within managed care systems
  • Ability to speak, read and write in English and Spanish  is required
  • Valid California drivers license and personal vehicle insurance acceptable to Hillsides' insurance carrier

CQI STATEMENT

Every employee has the opportunity and responsibility to participate in one or more activities each year that support the continuous quality improvement (CQI) of Hillsides' programs & services.  Activities might involve membership on a CQI committee or work group, service as a peer reviewer, data collection for CQI and evaluation purposes, completion of CQI questionnaires and surveys or participation in focus groups, or other activities as identified by CQI committees or work groups.

TRAUMA INFORMED CARE (TIC)

Hillsides practices Trauma Informed Care (TIC) principles which recognizes the signs, symptoms, and widespread impact of trauma; Employees are asked to comprehensively integrate knowledge of Trauma Informed Care into policies, procedures, and practices with the goal to prevent re-traumatization which promotes healing of families, youth, individuals, and communities.

OSHA CATEGORY:

This position performs tasks that may involve exposure to blood, body fluids, or tissues.  All Hillsides employees are offered the opportunity to receive the Hepatitis B vaccination series.

Hillsides is an Equal Opportunity Employer