Intake Coordinator

New Season Covington , KY 41011

Posted 2 months ago

Intake Coordinator

Job Description

New Season

Employee Name: Reports to: Program Director

Department: Clinic FLSA: Non-Exempt Direct Reports: 0

Job Summary:

This position is responsible for managing the registration process of patients as they enter the healthcare facility. The ideal candidate will appropriately receive and coordinate referrals from physicians, hospitals, facilities, and other community referral sources.

Essential Functions:

  • Schedule evaluations, meetings, and consultations for patients.

  • Answer all incoming calls with a strong customer service background, this may include answering questions and explaining the admissions process.

  • Prepare and maintain patient charts.

  • Enter admission information that includes patients' insurance, medical history, and demographics into the system.

  • Conduct pre-screen to determine the medical necessity for Intake Assessment for each potential patient.

  • Convey the initial plan of treatment to the referral source, if applicable.

  • Produce a timely acceptance and completion of new referrals.

  • Effectively assist case management as needed with referrals.

  • Maintains confidentiality and safeguards the operations of the business.

  • Keep lines of communication open with the Clinic Operations Team to ensure individualized goals are met.

  • Adheres to the service policy and principle of CMG/New Seasons.

  • Other duties assigned.

Supervisory Responsibilities:


Essential Qualifications:

(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).

Education/Licensure/Certification: This position requires a High School Diploma or GED.

Required Knowledge:
The candidate will have a strong customer service background, knowledge of electronic health records, medical insurance, and knowledge of medical and psychiatric terminology.

Experience Required: This position requires a minimum of 3 years of admission/intake, MD referral, scheduling and registration experience, and a minimum of 3 years of healthcare/ office experience.

Skill and Ability: The position will require the ability to read, write legibly, and comprehend written and spoken words.

Basic computer literacy, and the ability to accurately enter patient data. Use strong communication skills. Ability to read, analyze, and interpret the most complex documents. Ability to schedule and manage multiple patients at once.

Physical Demands/Work Environment:

(The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Finger Dexterity: Use primarily for writing, operating calculator, telephone, keyboard, and other office equipment.

Talking: To convey detailed or important instructions to employees, patients, and applicants.

Hearing: Ability to hear normal conversations and receive ordinary information.

Vision: Average, ordinary, visual acuity necessary to observe patients and work on computers. Clear vision at 20 inches or less and distant vision at 20 feet or more.

Physical Strength: Sedentary work; sitting most of the time. Exerts up to 10 pounds of force occasionally.

Working Conditions:

(The working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

  • Ability to operate in an open work area with moderate everyday noise.

Core Competencies:

Analytical Skills

Business Acumen/Understanding the Organization


Detail Orientation/Attention to Detail


Information Gathering

Problem Solving

Time Management

Mental Activities:

(The mental activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Reasoning Ability:

Ability to resolve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to maintain confidentiality.

Mathematics Ability:

Basic mathematics (including statistics) skills required.

Language Ability:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and responds to questions from groups of managers, employees, patients, and the general public.

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Intake Coordinator

New Season