Service Coordinator/Intake Coordinator
We are seeking a motivated and organized Service & Intake Coordinator to join our team! This role supports both intake and general administrative functions to help ensure smooth and efficient service operations.
Key Responsibilities:
Intake, Screening & Eligibility
- Serve as the primary contact for prospective and new clients, providing clear information on the intake process, available services and required documentation
- Conduct initial eligibility screenings using standardized tools to gather demographics, medical and behavioral health history, insurance information, social determinants of health (housing, food security, transportation, employment)
- Collect and document demographic, medical, insurance and social information
- Verify client insurance information and eligibility during intake, including Medicaid, Medicare and private insurance
- Verify client involvement in other mental health services (therapy, psychiatry, etc.)
- Ensure all registration, intake and consent forms are fully completed and accurate
- Deliver compassionate, client-centered support to individuals and their families, fostering a welcoming and positive experience from initial engagement.
Enrollment & Service Coordination
- Schedule, reschedule and manage intake appointments and/or therapy appointments
- Terminate inactive clients who miss three scheduled intake appointments or indicate disinterest
- Serve as a navigator to clients, guiding them through service options, benefits, and available resources
- Coordinate access to supportive services, including meals, personal support programs, specialty services, etc.
Documentation & Compliance
- Verify that all documentation meets SCN and Department of Health standards
- Track and follow up on incomplete screenings or missing documentation
- Ensure therapy scheduling and service delivery are properly documented
- Ensure intake documentation is accurate and compliant
Collaboration with Clinical Team
- Collaborate with clinicians, care managers, and other healthcare professionals to ensure the intake process aligns with each client’s care plan
Care Coordination & Case Management Support
- Support development and implementation of individualized service plans
- Track client progress and service utilization
- Support continuity of care across multiple providers and systems
Escalation & Risk Management
- Escalate client concerns to the appropriate leadership
- Escalate delays in care delivery or gaps in service initiation
- Report documentation issues that may indicate services are not being properly delivered
Qualifications:
- Excellent communication skills and problem-solving abilities
- Experience in healthcare or mental health setting is a plus, especially with intake, customer service or administrative roles
- Familiarity with electronic health records (EHR), service tracking systems, and Microsoft Office preferred
Experience:
- Minimum 2 years of experience in healthcare, insurance, financial services, or a similar administrative role
- Proven experience with insurance processing and claims management (preferred for Intake Coordinator)
- Strong proficiency in Microsoft Office Suite (Excel, Microsoft 365)
- Experience with insurance claim systems and payroll software (preferred for Intake Coordinator)
- Excellent verbal and written English communication skills
- Professional phone presence and ability to interact effectively with clients via telephone
- Strong organizational and time-management skills with high attention to detail and accuracy
- Ability to handle confidential information with discretion
- Sensitivity to mental health needs with a solid understanding of customer service principles and practices
- Excellent interpersonal and customer service skills, with the ability to maintain a calm and reassuring demeanor under pressure
Hours:
Monday – Thursday 9am-5pm (EST)
Friday - 9am-1pm (EST)
Location:
Full-Time Positions in Suffern, New York
Education:
High School Diploma or equivalent (GED) is required
Job Type: Full-time
Pay: $21.00 - $25.00 per hour
Work Location: In person
