Administrative Assistant/Intake Coordinator

About the Role:

The Administrative Assistant/Intake Coordinator plays a crucial role in ensuring the smooth operation of our office by managing administrative tasks and facilitating the intake process for new clients. This position requires a proactive individual who can efficiently handle scheduling, communication, and documentation while maintaining a welcoming environment for clients. The successful candidate will be responsible for gathering necessary information from clients, ensuring that all data is accurately recorded and processed. Additionally, this role involves collaborating with various departments to streamline workflows and improve client experiences. Ultimately, the Administrative Assistant/Intake Coordinator contributes significantly to the overall efficiency and effectiveness of our services.

Key Responsibilities:

• Client Intake & Information Gathering:
  • Conduct initial intakes to ensure eligibility of potential clients. 
  • Gather personal and contact details from clients or patients. 
  • Obtain medical histories and personal information of new patients. 
  • Assess client needs and concerns. 
  • Verify client eligibility (insurance, financial status, etc.). 
• Administrative Tasks:
  • Answer phones and respond to email inquiries. 
  • Prepare and mail client and medical provider letters. 
  • Manage and maintain patient records. 
  • Update medical records of existing patients. 
  • Review documents for accuracy and completeness. 
  • Prepare new patient paperwork. 
• Coordination & Communication:
  • Schedule appointments for consultations and other services. 
  • Communicate with clients, healthcare providers, and other stakeholders. 
  • Provide initial guidance to clients on how to proceed with services. 
  • Coordinate with relevant departments to ensure clients receive appropriate services. 
• Data Management:
  • Enter collected information into databases or management systems. 
  • Maintain accurate records, ensuring compliance with privacy regulations. 

Skills & Qualifications:

• Communication Skills: Excellent verbal and written communication skills. 
• Customer Service Skills: Ability to interact with clients in a friendly and helpful manner. 
• Organizational Skills: Ability to manage multiple tasks and prioritize effectively. 
• Computer Skills: Proficiency in Microsoft Office (Excel, Word, Outlook) and other relevant software. 
• Data Entry Skills: Accuracy and attention to detail in data entry. 
• Problem-solving skills: Ability to identify and resolve issues. 
• Education: Bachelors in Business Administration or equivalent required
• Experience: Previous experience in an administrative or intake coordination roles in behavioral health setting is a plus. 

 Additional Skills - Preferred

Attention to detail is critical when gathering and verifying client information, ensuring that all data is accurate and complete. The preferred skills, such as experience with client management software, enhance the candidate's ability to streamline processes and improve client service. Overall, a combination of these skills will enable the Administrative Assistant/Intake Coordinator to contribute positively to the team's success and client satisfaction.

Benefits:

• Dental insurance
• Health insurance
• Paid time off.
• Vision insurance
• Life Insurance
• Disability Insurance

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