The Central Intake Coordinator responds to inquiry calls and assists callers by gathering initial demographic information. This position tracks all incoming referrals, inputs data into WellSky, updates all accepted patient’s demographic information in WellSky, track all accepted patients, ensures all pertinent documentation is uploaded into WellSky document storage. The Central Intake Coordinator maintains complex and detailed records involving patient’s protected health information (PHI), eligibility, status according to Joint Commission, Federal and State Regulations, Oceans' Mission, policies and procedures and Performance Improvement Standards.
Essential Functions:
- Responds to inquiry calls, gathers initial demographic information on perspective patients then assigns assessment to next available clinician to complete assessment in a timely manner, and documents follow-ups calls made regarding pending assessments.
- Directs callers to appropriate destination they are trying to reach, when necessary, forwards patient information to the facility personnel to return call to address callers' concern.
- Provides appropriate community resources for patients who do not meet facility criteria. Maintains accurate, real time inquiry information on pending referrals for clinicians to assess.
- Delivers excellent communication for patient services in a respectful manner which promotes dignity and patient satisfaction.
- Inputs all denied referrals with accuracy in EMR system.
- Updates all accepted patients' demographic information as well as ensure all pertinent documentation has been uploaded into document storage.
- Keeps accurate list of all accepted patients by location and unit, accepting physician, and date of acceptance.
- Maintains accurate real time bed availability per facility at all times.
- Responds to all Cortext inquiries, concerns, and updates. Informs Clinical Staff of their need for response to Cortext inquiries.
- Communicates with patients and families in a manner sensitive to their age, disability and cultural Oceans Healthcare: 02/04/2025, 11/18/2025 Page 2 of 3 needs and involves families of minors or significant others in decision making related to treatment as appropriate.
- Reviews daily shift disposition reports in WellSky at the end of every shift to ensure all encounters have been appropriately closed out.
- Performs other duties and projects as assigned.
Requirements
Educational / Experience Requirements:
1-2 years experience with healthcare intake/admissions process.
Minimum of one-year experience in Mental Health/Chemical Dependency field working with an Age/Disability Specific population served by this facility preferred.
Qualifications/Skills:
Intake Coordinator: 1-2 years (Preferred)
Proficient in Word, Outlook, and Teams, with the ability to learn and navigate an EMR.
Able to manage multiple phone lines and communicate effectively with patients and families.
Work Environment:
Subject to many interruptions. Occasional pressure due to multiple calls and inquiries. This position can be high paced and stressful; must be able to cope mentally and physically to atmosphere. This person might sometimes experience disagreeable odors, sights and/or unpredictable patient behavior. Work requires spending approximately 90% or more of the time inside a building that offers protection from weather conditions but not necessarily from temperature changes.
