HRBoost, LLC Hiring for Intake Coordinator at United States Full Time

The Intake Coordinator is an energetic, self-disciplined, organized, effective problem-solver to support our team in responding to new clients’ inquiries about our services, scheduling new clients, and collaborating with our clinical staff. A strong emphasis on operational efficiency and outstanding client care is essential to the success of this role.

Client Intake Responsibilities include:

• Following established intake process to successfully and smoothly onboard new clients ○ Including creating client charts in our electronic medical records (EMR) system

and scheduling on clincian’s calendar ongoing

• Responding to client intake calls and contact forms within 24 hours
• Advising potential clients on therapy process and therapists’ personality/expertise
• Inform potential clients on their general insurance coverage based on insurance portals

and send additional resources for insurance verification for those with out-of-network

plans

• Extensive use of project management software to ensure timely follow up with intakes
• Maintaining the client intake log based on practice guidelines
• Ensuring all intake forms are completed and uploaded to EMR system
• Ensuring that Mailchimp is up-to-date with current clients only with their most current

clincian(s) tagged

• Working with exiting clincians (including those going on matnerity leave) and NSFS owner to transfer current clients to a new clincian in a timely manner, ideally before the clincian’s last day
• Monitoring all clincians’ caseloads weekly to ensure their schedules are full, communicating any needs and potential schedule tweaks for maximization with the clincian and their supervisor and adding new clients when needed
• Monitoring waitlist and sending weekly or bi-weekly follow ups to ensure it is current and clients are being scheduled with appropiate openings
• Scheduling clients to new NSFS clincians caseload prior to their start date, and continuously as needed
• Assist in the discharge of previous clients, including sending termination letters and removing former clients from Mailchimp
• Sending new client intake documents, ensuring that correct form is sent and client’s task in project management tool is added to the admin department’s task list

Records Documentation Responsibilities include:

• Following up on new client intake documents, ensuring that they are completed in full, with necessary signatures
• Uploading all intake and supplementary documents to new and existing clients, noting any missing or needed documentation, so clinical/administrative staff can ensure completion
• Noting missing and incomplete documents in Project Management Tool and update tasks and due dates, as needed
• Checking project management platform each day and assisting admin department in sending reminders to complete missing intake documentation to clear alerts, as needed
• Documenting HMO authorization requests for additional sessions in our Project Management Tool, and ensuring completion prior to next session
• Assisting Admin department in the timely response to inquiries by staff regarding needed documentation
• Auditing client charts in our EMR system to ensure they are up to date regarding documents, insurance, billing and client personal information, organized correctly with no missing information and with previous clients removed
• Assisting clincians on the tracking of 90791 appointments to be conducted every 6 months
• Other duties as needed/assigned

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