Intake Coordinator

This is a fully remote position, open to applicants in Ohio.

📋 Description

• Perform intake assessments to determine service requirements.

• Facilitate referrals and subsequent actions utilizing professional judgment and established protocols.

• Engage with individuals, families, referral sources, and team members via phone, text, email, and Microsoft Teams.

• Evaluate and categorize crisis calls as urgent, emergent, or routine, and refer as needed.

• Schedule appointments for individuals with clinicians based on their specialized skills, qualifications, and personal needs.

• Direct individuals to suitable community providers when Boundless services are not available.

• Handle incoming and outgoing calls, voicemails, emails, texts, telehealth video chats, online chats, EHR assignments, website forms, and faxes.

• Oversee agency, service, and program workflows within access to care while initiating process enhancements.

• Uphold exceptional customer service and interpersonal relations.

• Stay updated with regulations from the Ohio Department of Education, Ohio Department of Mental Health, CARF, CQL, and ODJFS that impact enrollment.

• Assist in managing program enrollment statuses within the EHR.

• Arrange for translation services as necessary.

• Organize scheduling for diagnostic assessments, psychological evaluations, psychiatric assessments, ABLLS, and educational evaluations.

• Collaborate with departments and clinical teams throughout the access to care and integrated assessment processes.

• Initiate inquiries and compile documentation and records for new clients.

• Collect and audit records, which includes scanning documents, requesting records, and updating demographic and contact details.

• Communicate with individuals, parents, guardians, and collateral contacts about service delivery information.

• Gather financial responsibility details and coordinate insurance and Medicaid information with the Billing Department.

• Provide assistance regarding Autism Scholarship Program information.

• Ensure prompt responses and accurate EHR documentation throughout the access-to-care process.

• Attend team and individual supervision meetings as required.

• Manage time efficiently across both in-office and remote work environments.

• Execute additional responsibilities as assigned.

⛳️ Requirements

• High School Diploma or GED.

• 3-5 years of customer service experience, whether in-person or over the phone.

• Strong oral and written communication abilities.

• Proficient in Microsoft Teams, Microsoft Office applications, Dialpad, text messaging, NextGen EHR, Monday.com, SharePoint, and DocuSign.

• Capability to prioritize and organize work tasks while utilizing time efficiently.

• Ability to work independently with minimal supervision.

• Skill in managing competing demands and adapting to changing priorities.

• Competence in making independent decisions and recognizing when to seek guidance.

• Ability to maintain confidentiality and manage sensitive information appropriately.

• Reliable internet connection with a minimum of 25 Mbps download and 10 Mbps upload speeds.

• Private workspace that minimizes noise and distractions, ensuring confidentiality and compliance with HIPAA regulations.

• Availability to work Monday through Friday from 8:00 a.m. to 4:30 p.m., with occasional early morning, evening, and weekend work as necessary.

• Preferred: Bachelor’s Degree.

• Preferred: 3-5 years of experience in clinical operations.

• Preferred: Familiarity with EHR systems.

🏝️ Benefits

• Hardware and software provided by the employer.

• Primarily a remote, work-from-home position.

• Occasional travel to Boundless office locations for meetings, training, support, and events.