Intake Coordinator

Job Description

Job Description

Intake Coordinator

Position Summary

The Intake Coordinator is responsible for managing front desk operations, coordinating client intake processes, and providing administrative support to ensure efficient daily operations. The Intake Coordinator performs quality assurance reviews of intake documentation, maintains electronic health record and scheduling systems, prepares operational reports, and ensures compliance with agency policies and HIPAA standards.

Additionally, this position assists with staff onboarding, system maintenance, outreach initiatives, and cross-functional administrative support to promote high-quality client services and organizational efficiency.

Essential Duties and Responsibilities (Included but not limited to):

• Front Desk & Schedule Coordination

• Manage Operations: Greet clients, answer inquiries, and troubleshoot scheduling or service directions

• Coordinate Coverage: Schedule front desk staff shifts and promptly resolve any coverage gaps

• Train Staff: Onboard new front desk personnel on phone, scheduling, and office protocols

• Intake & Data Management: Track Attendance, Document school-based DMH meeting notes, and submit records to management

• Monitor Capacity: Update provider caseloads weekly in the NAPPA system and flag availability changes

• Process Intake Reports: Prepare weekly/monthly summary reports tracking referrals, intakes, and no-shows

• Manage Accounts: Monitor daily no-show lists and close out accounts in SRTS and Exym per guidelines

• Handle Provider Changes: Process Change of Provider (COP) requests and update internal tracking systems

• Quality Assurance & Compliance Review Packets: Audit intake packets for missing signatures and upload completed forms to Exym

• System Maintenance: Set up new employee Exym profiles and update clinical licenses, taxonomies, CANS, and EBPS certifications

• Support Outreach: Draft HIPAA-compliant agency social media posts in coordination with the outreach team

• Provide Administrative Support: Attend administrative meetings, cover front desk shifts as needed, and perform other duties as assigned

Education and Experience

• Required Education: Bachelor’s degree in a related field OR equivalent hands-on administrative/intake experience

• Systems: Prior experience with EHR software (Exym, SRTS, or NAPPA) is highly preferred

• Skills: Proficiency in Microsoft Excel/Google Sheets, excellent organizational habits, and strong professional communication skills

• Required Tools, Systems Used EHR, & State Systems: Exym, SRTS, NAPPA

• Tracker Productivity: Excel/Google Sheets, Google Calendar, Gmail

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Noise Level: The noise level in the work environment is usually moderate

Environment: Office

Work Hours: Usually standard business hours, but some evening and weekend hours, as needed

Physical Requirements

While performing the duties of this job, the employee is regularly required:

• Frequently sit, stand, walk, stop, kneel, and crouch, regularly talk and hear

• Frequently use hands, and fingers to handle or feel

• Occasionally lift or move up to 25 pounds

• Specific vision abilities required include close vision, distance vision, color vision, and peripheral vision

• Depth perception and the ability to adjust focus

• Ability to drive surface streets and highways

This description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of duties, responsibilities, and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties and responsibilities at any time.