About this role
POSITION SUMMARY
The Intake Coordinator manages and coordinates the residential referral and admission process, helping patients move smoothly from referral to placement. This position works closely with patients, referral sources, clinical staff, and community partners to review referrals, coordinate admissions, maintain accurate documentation, and support timely access to residential services.
TASKS AND RESPONSIBILITIES
• Treat all individuals with dignity and respect while maintaining agency standards of confidentiality, professionalism and objectivity.
• Provide oversight of the full day and primary residential transition programs.
• Provide therapeutic conditions of warmth, genuineness, empathy, respect, dignity and direction to all patients.
• Review internal and external referrals and coordinate with associated clinicians, providers, or agencies.
• Appropriately address direct admissions.
• Develop and maintain a working knowledge of all documentation and reporting systems to include State Waiting List, County Jail Systems, Sex Offender Registry, Iowa Courts Online, and all EHR records.
• Develop understanding of ASAM (American Society of Addiction Medicine) guidelines to aid in determining appropriate candidates for placement in our Residential Program.
• Participate in Weekly Residential Referral Rounds with Residential Unit Coordinator and Residential & IOP Clinical Director.
• Set up referrals including updating the Room Sheets and sending necessary information to the Residential Admissions email distribution list and updating Residential Admissions Teams channel.
• Maintain accurate information on the Room Sheet to include census, on-call contacts, and other relevant information. Routinely send details to the Residential Department and coordinate with other departments as necessary to ensure system operations.
• Participate in Weekly Meetings with Residential & IOP Programs to offer integrated care coordination of patient population.
• Complete all paperwork for residential admissions including updating the Admissions Schedule Calendar for internal and external referrals to the Residential Program.
• Communicate directly with referral sources and patients confirming placement, review of processes and protocol, and directing individuals or entities to information from the PRIBH website.
• Field calls of Residential Program inquiries.
• Coordinate with Internal Insurance Authorization Specialist to identify insurance status.
• Create and maintain collaborative community relationships throughout service area.
• Maintain all regulatory, contract & documentation standards and data collection and complete necessary documentation in a timely manner.
• Develop and maintain a community referral network. Demonstrate the ability to work collaboratively with community partners, exhibiting effective communication, cooperation, and facilitation skills to create a coordinated referral process for individuals as they transition.
• Proficiency in clinical practices identified as best practice by the agency demonstrated through supervision and direct observation.
• Demonstrate understanding and adherence to all CARF and licensure policies and procedures.
• Perform other duties as assigned by supervisor.
QUALIFICATIONS
• Understanding of and commitment to the mission of Prairie Ridge and the patients we serve.
• Strong oral and written communication, interpersonal, and recordkeeping skills.
• Strong organizational skills with the ability to manage multiple referrals, priorities, and deadlines while maintaining attention to detail.
• Ability to communicate effectively and professionally with patients, referral sources, community partners, and internal team members.
• Ability to work collaboratively across departments and coordinate information among multiple individuals and systems.
• Technology skills allowing for proficiency in electronic health records and other computer-based documentation and communication systems.
• Ability to learn and apply agency procedures, residential admission requirements, and relevant placement guidelines, including ASAM criteria.
• Experience in behavioral health, healthcare, human services, care coordination, admissions, or a related setting preferred.
Internal moves and relevant experience will be considered.