Intake Coordinator

Job Description

Job Description

Position Purpose :

The Intake Coordinator will facilitate the admission process by preparing detailed intake packets, compiling necessary paperwork, obtaining requisite signatures, and providing essential program details to incoming clients at the Saint Julian Oasis Recuperative Care facility.

Additionally, the Intake Coordinator is tasked with efficiently coordinating medical, behavioral health, and case management assessments, assisting clients in securing health insurance benefits, ensuring prompt referrals as directed by the primary care provider, and conveying client progress to Housing for Health.

Program Population :

The S.J.O Recuperative Care Project consists of a cohesive team of clinicians, community health workers, and other professionals who collaborate to provide housing and critical services to People Experiencing Homelessness (PEH) and those who have previously experienced homelessness.

The clients / patients may come with behavioral and / or substance abuse issues. The program utilizes the Harm Reduction Model and we do whatever it takes to encourage success of the client.

Principal Responsibilities :

1. Execute assigned tasks in alignment with established policies, procedures, and the scope of education, training, and responsibilities :

• Accept client referrals from Housing for Health, assembling documentation, notifying the Program Manager, and preparing comprehensive intake packets.
• Communicate with the Program Manager concerning admission preparations and any unique considerations relevant to service provision.
• Cordially welcome incoming clients, furnish program / facility information, and proficiently complete requisite documentation, encompassing client participation consents and information release forms to enable effective staff-client communication.
• Screen for health insurance benefits and provide necessary enrollment support.
• Submit the intake admission package to the Program Manager, ensuring prompt scheduling of health, mental health, and case management assessments within 24 hours of the client's arrival.
• Retrieve medical records from the JWCH system or establish new records for clients new to JWCH Institute Inc.
• Diligently maintain intake data, generating intake / admission reports on a weekly basis for both the Program Manager and Housing for Health.

2. Documents pertinent client information, following established policy and procedures :

• Maintain a comprehensive database housing client referral, intake, and termination information.
• Record client referrals and appointments accurately within the electronic health record.
• Report all exceptional incidents to the Program Manager, crafting well-structured incident reports.

3. Confidentiality :

• Limit discussions about client information exclusively to relevant personnel when pertinent to ongoing care.
• Uphold confidentiality for documents containing client-identifiable data.
• Respect and safeguard fellow employees' confidentiality.

4. Adherence to Standards and Policies :

• Adhere to organizational / department standards and policies without compromise.
• Identify potential hazards or unsafe processes and promptly report them to a supervisor.
• Conform to department guidelines for personal activities during breaks and lunch hours.
• Present a positive, professional image in accordance with the organizational dress code.
• Adhere to legal mandates for reporting cases of abuse or neglect.

5. Active Engagement :

• Participate in assigned organizational programs and committees, including quality improvement initiatives, case conferences, and in-service meetings.
• Contribute to safety programs, which might involve participation in emergency response teams.
• Undertake additional duties or tasks as required or assigned.
• Exhibit courtesy, mutual respect, and compassion in all interpersonal interactions.
• Initiate and present constructive solutions to challenges.
• Cultivate effective working relationships, contributing to team cohesion and the realization of organizational objectives.
• Demonstrate adaptability to evolving requirements and priorities.

6. Commitment to Customer Service :

• Participate in JWCH's annual customer service training program called AIDET.
• Implement AIDET principles (Acknowledge, Introduce, Duration, Explanation, Thank You) in patient interactions and team discussions to alleviate patient anxiety, enhance compliance, and improve clinical outcomes.

Requirements :

• A minimum of 2 years in clinic operations encompassing admissions, intake, billing, insurance approvals, and referral procedures.
• Experience within a medical environment, preferably in a residential setting.
• Proficient and professional communication skills for effective interaction with clients and support staff.
• Computer Proficiency : Competence in using electronic medical records and Microsoft Excel, alongside technological aptitude.
• Experience working with clients and staff from diverse socio-economic, ethnic, and cultural backgrounds, including homeless individuals.
• Preferred proficiency in both English and Spanish.
• High School diploma or equivalent.
• Post-High School Certification : Certification in medical office administration or related fields, or equivalent education.
• All JWCH, Wesley Health Centers workforce members must be fully vaccinated against COVID-19 as a condition of employment.

Successful candidates for this position will be required to submit proof of vaccination against COVID-19 or request an exemption for qualifying medical or religious reasons during the onboarding process.

Candidates should not present proof of vaccination until instructed to do so by the hiring department.

Employee Benefits :

JWCH Institute, Inc., offers competitive salaries for all positions. Employees working 30 hours per week or more are provided a monthly allowance which can be used towards medical, dental, vision, and life insurance premiums.

The agency offers sick leave and vacation accrual, 13 paid holidays, jury duty pay, mileage reimbursement, employee parking, direct deposit, credit union, and an employee assistance program.

In addition JWCH offers a 401(k) Profit Sharing plan to employees who work a minimum of 1,000 hours per fiscal year.

Wesley Health Centers, JWCH Institute is an Equal Opportunity Employer!