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Client Intake Coordinator

2 months ago

Milwaukee, Wisconsin, United States Wellpoint Care Network Full time
Job Overview

At Wellpoint Care Network, we are dedicated to promoting equity, education, healing, and wellness by rebuilding the connections essential for children and families to flourish.

Every individual deserves the chance to achieve their maximum potential. It is a fundamental aspect of human nature and the promise of our nation that everyone should be afforded a fair opportunity to excel. Unfortunately, many in our community grapple with unresolved childhood and generational trauma.

Our goal is to create a world where children and families can clearly navigate their path to achieving their fullest potential. With nearly 175 years of experience, Wellpoint Care Network has been a leader in family restoration.

Position Objective:

The Intake Specialist – Billing will oversee the client registration and intake process. This includes gathering and entering demographic data, sending requests for client information and consents via EHR and/or Adobe Pro DC, and confirming insurance eligibility, benefits, and network status for clients in an outpatient clinic environment. This role also involves submitting prior authorizations and following up on any eligibility or billing concerns for existing clients.

Required Qualifications:

  • Bachelor's degree in healthcare, business, or a related field is required.
  • Master's degree in healthcare, business, or a related field is preferred.
  • A minimum of 3 years of experience with electronic health record (EHR) systems and data entry is required.
  • At least 3 years of experience in a medical/mental health office setting with a solid understanding of Medicaid, Medicare, and Commercial health plans is necessary.
  • Familiarity with the International Classification of Diseases (ICD-9-CM, ICD-10-CM) and current Procedural Terminology (CPT-4) coding is essential.
  • Exceptional customer service skills and a commitment to client satisfaction.
  • Strong verbal and written communication skills, including business writing proficiency.
  • Ability to manage and complete projects efficiently.
  • Excellent problem-solving and decision-making capabilities.
  • Adherence to confidentiality and compliance with all HIPAA regulations.
  • Proficiency in creating, converting, and organizing various file types, including fillable forms.
  • Capability to operate various office equipment, including computers, fax machines, and scanners.
  • Dependability and ability to meet deadlines; self-motivated and capable of working independently.
  • A valid driver's license and reliable transportation are required.
  • Demonstrated cultural humility and effective communication with diverse populations.
  • Proficient in computer software, including Microsoft Office Suite.
  • Completion of a physical exam, drug screening, motor vehicle report, and background checks is required.

Key Responsibilities:

Intake and Insurance Management

  • Tracks and secures referrals while obtaining necessary information for acceptance.
  • Schedules appointments for new clients and coordinates transportation as needed.
  • Handles registration tasks, including demographic data entry and insurance verification.
  • Ensures accurate client information is maintained in electronic health records.
  • Monitors medication management intakes and related requests.
  • Conducts client risk assessments and triages crises for new referrals.
  • Maintains client information tracking on an Excel spreadsheet.

Billing and Payment Processing

  • Utilizes payer eligibility websites to confirm client insurance coverage.
  • Communicates with clients to gather additional insurance details and resolve billing issues.
  • Updates insurance and financial responsibility information as needed.
  • Applies knowledge of CPT and ICD-10 codes in accounts receivable processing.
  • Investigates and resolves billing discrepancies in the EHR.
  • Educates clients on referral and authorization requirements.
  • Maintains current knowledge of Medicare, Medicaid, and third-party payer requirements.

Prior Authorization Management

  • Maintains awareness of prior authorization requirements and processes.
  • Submits prior authorizations for various services as dictated by insurance.
  • Follows up on prior authorizations and related approvals.
  • Informs therapists of upcoming due dates for authorizations.
  • Assists with records requests as needed.

Agency Engagement and Professional Development

  • All employees are evaluated on their commitment to the Agency's core values, including Diversity, Equity, and Inclusion.
  • Participates in required meetings and training sessions.
  • May perform additional duties as assigned.

Position Details:

  • Full-time position.
  • Requires quantitative skills for basic calculations.
  • Hybrid work model available with reliable internet access.
  • Flexible schedule, including evenings and weekends as needed.
  • Moderate noise exposure and frequent interruptions expected.
  • Understanding of cultural differences is essential for service provision.
  • Eligibility for Public Service Loan Forgiveness (PSLF) may apply.
  • Professionalism and adherence to agency policies are expected.
  • Collaboration with team members is essential for coverage during absences.

Organizational Overview:

At Wellpoint Care Network, we recognize the impact of trauma, poverty, systemic racism, and social injustices on individuals' lives. Many of those we serve face significant challenges, including disparities in education and health, high unemployment, and lack of affordable housing. We are committed to addressing these issues through a comprehensive range of services.

Wellpoint Care Network offers a continuum of services, including:

  • Child Welfare and Foster Care
  • Support for youth transitioning out of care
  • Care Coordination and Wraparound services
  • Mental health therapy and support services
  • Professional education and clinical consultation

We strive to create a diverse and inclusive environment, ensuring that all individuals we serve and employ are treated with respect and equity.

For more information, please visit our website.

To ensure the health and safety of our employees and clients, Wellpoint requires COVID vaccination for all employees, with exceptions available for qualified individuals.

Equal Opportunity Employer