Intake Coordinator

This position is responsible for performing a variety of social service duties as explained in the Job Description and as may be assigned by supervisor. The position is responsible for managing telephone inquiries concerning the New Vision™ service, screens potential adult patients, assists them with their questions and concerns, and initiates discharge planning.

Supervisor: Service Coordinator


Minimum of a Bachelor’s degree in related fields such as Human Services, Psychology, Counseling, Substance Abuse, Criminal Justice, and Social Work. Licensed/Certified professionals preferred.

Required Knowledge:

Basic understanding of chemical dependency.

Knowledge of all related computer applications.

Understanding of social services and/or hospital procedures and policies

Understanding of HIPAA guidelines and policies

Preferred Experience

Minimum of at least two (2) years of social service and/or clinical or inpatient setting experience.

Prior experience with insurance management and/or substance abuse population.

Highly effective in working objectively with a diverse group of people and must demonstrate communication, organizational, administrative and office skills.

Must be a team player willing to accept and promote organizational goals and function with minimal supervision.

Strong typing and computer application skills.

Ability to assist and support others.

Able to operate telephone, PC, copier, and other basic business machines.

Ability to identify and resolve problems in a timely manner and gather and analyze information skillfully.

Ability to maintain confidentiality, remain open to others’ ideas and exhibit willingness to try new things.

Ability to speak clearly and persuasively in positive or negative situations.

Ability to edit work for spelling and grammar, present numerical data effectively and able to read and interpret written information.

Ability to prioritize and plan work activities, use time efficiently, and develop realistic action plans.

Ability to demonstrate accuracy and thoroughness and monitor own work to ensure quality.

Able to adapt to changes in the work environment, mange competing demands and is able to deal with frequent change, delays, or unexpected events.

Consistently at work and on time, follows instructions, respond to management direction and solicits feedback to improve performance.

Essential Functions for Screening and Intake:

Effectively screen, verify, and report patient information

  • Complete the “Patient Inquiry Sheet”, which is page 1 of the Intake Packet, for each telephone inquiry regarding the New Vision™ service, obtaining and verifying all information required, completing the form with the Intake Coordinator’s signature, date and time of call.
  • Verify the type of payor coverage the caller has prior to admission and complete pre-certification if required.
  • Instruct the potential patient to come into the hospital for a screening to determine appropriateness for admission.
  • Upon arrival complete pages 2, 3, and 4 of the Intake Packet in its entirety for admission to the hospital.
  • Appropriately complete withdrawal/toxicity scales to confirm criteria for admission.
  • Accurately give summary report of intake information to medical director.
  • Upon admission initiate discharge planning relevant to the appropriate level of care for the patient.

Essential Functions for Compliance

Maintain Compliance Program by adhering to the guidelines set forth by Corporate

  • Maintain the importance of the Compliance Program by reporting any possible violations of the Compliance Policy.
  • Ensure that we are operating pursuant to the highest ethical standards and in conformity with all applicable legal rules.
  • Demonstrate understanding of corporate and hospital policies and procedures; specifically the Code of Conduct (e.g., program policy and procedure manual, and a working knowledge of the employee handbook).

Essential Functions for Discharge and Referral

Establishing and maintaining plans for patients discharge through working relationships with coworkers, patients, hospital staff, and medical director. Make referrals to community agencies for aftercare treatment.

  • Utilizing available resources immediately establish an aftercare plan specific to the patient’s needs.
  • Begin discharge planning at admission in order to:
    • Maintain support and enhance patient progress in treatment;
    • Result in a continuing care plan for the individual that identifies recommended activities, support groups, and/or referrals that can support and enhance such patient progress;
    • Identify specific and measurable patient involvement in such activities if accountability by the patient is required for case management or any monitoring organization (e.g., circuit courts, offices of probation, office the the Secretary of State, parole officers, employers, etc.); and
    • Identify all necessary steps to reinitiate treatment services.
  • Complete a “Consent for Release of Information” form for each separate agency and/or person contacted for referral information.
  • Make a daily entry specific only to discharge planning progress in the designated area of the medical record.
  • Complete the referral form prior to patient’s discharge. Give copy to patient and put original in the medical record.

Related Duties as Requested or Assigned

Providing support to the Service Coordinator and local office to ensure efficient and effective success of site.

  • Print or Fax Daily Census to Corporate office by 9:30 a.m. (Central Time) daily; if unable to print or fax information, call the information to the Corporate office.
  • Assist the Service Coordinator in community outreach by telephone using daily call sheets, site visits, and mail.
  • Assist the Service Coordinator with chart audits and other reports, as requested.
  • Assist the Service Coordinator with other duties as assigned, including, but not limited to: tours of unit; distributing promotional materials in the hospital and community locations.
  • Assume limited duties of Service Coordinator during the coordinator’s absence with guidance from the assigned Regional Operations Manager.
  • Enter program data into computer database.
  • Follow up on inquiries meeting criteria but not yet admitted.
  • Ensures that work area is clean, secure, and well maintained.
  • Makes photo copies, faxes documents and perform other clerical duties as assigned.
  • Participates in staff meetings and attends other meetings and seminars as directed.
  • Stays well informed of Corporate policies and procedures.
  • Arrives to work on time.

Personal/Professional Development

Maintaining and expanding knowledge and understanding of the field of chemical dependency and social service.

  • Seek experiences and continuing education/training that enables the Intake Coordinator to work more effectively in the field of chemical dependency.
  • Attend mandatory and other in-service programs offered by hospital and SpecialCare Hospital Management.
  • Accepts accountability for information contained in the Employee Handbook.

Communication Skills

Utilizing necessary verbal and non-verbal skills necessary to support the success of an efficient and effective site.

  • Demonstrate effective verbal and listening skills when interacting with supervisors, peers, hospital administrators/managers/staff, patients, families, and community agency representatives.
  • Demonstrate clarity, accuracy, and conciseness in preparing all forms of written communication.
  • Demonstrate promptness, courtesy and effective communication skills when making telephone contacts, especially related to potential patients, community referrals for aftercare, and community outreach efforts.
  • Maintains patient confidentiality and privacy.