Intake Coordinator

Why settle for a job that isn’t fulfilling? Join our team as a Medication Management Intake Coordinator and experience an opportunity with incredible flexibility, unparalleled culture, and endless growth and development potential. Leverage your incredible skill set to join a seasoned team of professionals who are eager and motivated to support our mission of transforming mental healthcare one community at a time.

*Candidate can work remotely but must live in the state of Iowa*

Why join our team?

• You will be instrumental in transforming mental health care nationwide

• Competitive Compensation

• Career growth and advancement opportunities

• A healthy PTO and holiday package

• A fully comprehensive benefits package including medical, dental, vision, life, EAP, 401K w/ match, accident, hospital, critical illness, STD, LTD, FSA/DCFSA, and HSA plans available.

What makes us different?

• We partner with mental and behavioral health practices in underserved areas and work with them to enhance and expand treatment options by increasing the number of practitioners and introducing state-of-the-art clinical and therapeutic advances.

• We use an integrated platform to improve practitioner efficiency and effectiveness; capturing data to construct an individualized care plan for each client for continual improvement in outcomes, enhanced continuity of care, and empowering our clients to make informed decisions about their mental health care to help them achieve their goals.

• We are clinically led by seasoned and licensed mental health professionals.

• We believe in building a mental healthcare ecosystem by building relationships with partners, hospitals, schools, and other community-based services to support mental health at all levels and angles

• We work to break down barriers to receiving treatment by expanding access to care while simultaneously working to make treatment affordable to all.

• We are also actively working to and work to destigmatize mental health by providing screening tools, education, and outreach to the communities we serve

• We recognize that our people are our most important asset We strive to create an innovative, open environment and value all voices and opinions.

What’s your day-to-day look like?

• Receive incoming referral information and initiate intake processes within 48 hours of receipt

• Submit insurance information to billing to ensure benefits coverage is checked and documented appropriately and in advance of all appointments

• Obtain any relevant forms, records, and client history from clients in advance of appointments

• Receive benefit information back from TheraManager and review the provider-payor grid to determine an appropriate provider fit for the client from a billing perspective, from there, determine the appropriate fit from a clinician preferences perspective.

• Verify provider availability for scheduling and consider any patient-specific information when determining schedule options (i.e. age, presenting issues, etc.)

• Schedule patient for intake appointment based on provider availability and patient preferences.

• Confirm appointments with patients 24-48 hours in advance of appointment date (via functionality in Theramanager)

• Ensure Client Advocate is notified of client appointments so they can reach out to conduct financial counseling at least 72 hours prior to their scheduled appointment.

• As applicable, manage patient waitlists to ensure that any canceled or open appointment times are scheduled accordingly; strive to backfill any appointments that are canceled and/or no-shows

• Communicate regularly with colleagues, front desk, providers, patients, etc to ensure an efficient and smooth intake and scheduling process

• Maintain and utilize an up-to-date provider availability schedule

• Maintain an up-to-date list of area providers that can be used for referring patients out as applicable

• Ensure that the assigned provider is in-network with the client's insurance unless another arrangement is made (and documented in TM notes) with the client or client’s parent and/or guardian.

• Follow standard operating procedures for best-practices for intake coordination including maintaining KPIs as delegated by supervisor.

Required Skills/Abilities:

• Excellent verbal/written communication skills and excellent interpersonal skills

• Excellent writing and grammatical skills

• Excellent organizational skills, time management skills and attention to detail

• Ability to present complex data in clear, concise text

• Ability to meet deadlines and to work independently

• Ability to edit and proofread work of colleagues

• Proficient with Microsoft Office Suite or related software

• Strong affinity for customer service

• Strong customer acumen

Education and Experience:

• Preferred but not required: Associates degree in Medical Office Management, Medical Staffing, Health Administration, or related field

• Preferred but not required: Professional certification for healthcare coordinators

• CNA or CMA experience in a mental health setting highly favorable