Intake Coordinator

Who are we? The Center for Social Dynamics (CSD) is an organization providing services to those with developmental delays, including autism, in the state of California, Oregon, Washington, Colorado, and Hawaii.

CSD’s people and programs deliver personalized, professional, evidence-based behavioral and developmental services to each participant, and peace of mind to caregivers that their loved ones are in the right hands and are receiving the best possible care.

What is an Intake Coordinator?

Intake coordinators welcome, register, and admit clients to CSD. They gather information about the client and create client records. They answer questions related to services and make referrals when necessary. You will address patient inquiries and concerns. Success in this role will be demonstrated by your attention to detail and organizational abilities. You should also possess strong interpersonal skills and exemplify excellence in customer service.

Your role as an Intake Coordinator:

• Processes referrals sent to the organization daily in a timely manner
• Provides Regional Director/Clinician/Admin team with comprehensive intake data within the same day of intake being completed to ensure a timely response
• Serves as a resource to other staff in the area of intake and triage
• Assists administrative team (e.g., scheduling) in understanding patient referrals treatment indicated and/or requested
• Participates in intake/triage orientation of new staff
• Responds to patient and non-patient emergencies according to CSD policies and procedures.
• Obtains and enters all relevant client information from referral source to ensure information is appropriately verified and accurate organization-wide
• Collects and enters authorization information into the EMR system; appropriately assigns CPT and ICD-9 codes when entering authorizations. Follows up with funding sources regarding missing authorizations in a timely manner.
• Reviews assessments for clerical mistakes before sending them to the funding source
• Correctly identifies billing and documentation issues that need to be attended to by clinicians and managers and report them in a timely manner
• Answers inquiries from clinicians, clients, and funding sources regarding authorizations, treatment/assessment status, and services being offered; documents all interactions with clients
• Enters all relevant referral information to referral tracking systems for all referrals sent on a daily basis
• Utilizes referral tracking system to monitor and track referral process and assessment completion
• Tracks intakes requiring urgent attention and communicates difficulties to Regional Director or direct supervisor
• Creates and revises client-intake and treatment systems and processes for all funding sources by analyzing current operating practices and by communicating directly with the funding sources
• Provides detailed information to schedule, Regional Directors/Manager regarding client timelines to ensure accurate and timely provision of services
• Attends staff meetings, in-services, training, and other meetings as requested.
• Participates in intake/triage orientation of new staff
• Center Coordinating tasks based on the needs of the regional office.
• Additional administrative tasks as determined by the needs of the organization.