Intake Coordinator CFA

The Intake Coordinator is a key associate at Hope Network whose primary responsibility is to provide support to both Leadership and Behavior Analysis teams by preparing clinical documents, greeting and directing visitors, and completing clerical and billing-related duties as assigned.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: This is not intended to be an exhaustive listing of job functions.
This job description is in no way states or implies that these are the only duties to be performed by this employee.
The employee is required to follow any other instructions and to perform any other duties as assigned by management as long as the duties are lawful, ethical, and within best business practices.
1.
Regular and predictable attendance is an essential requirement of this position.
2.
Customer Service a.
Welcome and greet consumers and visitors in a prompt and professional manner.
b.
Answer incoming calls using proper telephone etiquette, ensuring callers are prompted for detailed information to enable proper triage of calls.
c.
Acknowledge and respond to inquiries from consumer parents/guardians, visitors, staff members and other stakeholders in a timely manner.
3.
Intake and Assessment Information a.
Gather and organize intake data from families including demographic and insurance information, details from the intake questionnaire, and other consumer information required.
b.
Ensure intake data is presented to respective diagnostic teams to allow for comprehensive review prior to assessments and evaluations.
c.
Organize, assemble, and distribute onboarding and packets with the appropriate intake information.
4.
Insurance and Payer Authorizations a.
Obtain and verify consumer insurance information (including co-payment and co-insurance payments required) during intake and at defined intervals, ensuring up-to-date insurance information.
b.
Obtain and verify funder authorization for services prior to service delivery and ensure authorizations are current.
c.
Track payer authorizations and available units, ensuring behavior analysis teams are aware of authorization expiration dates and low number of units available.
d.
Ability to resolve routine questions and problems relative to timely payment and reduction of billing errors; notifying leadership teams of complex payer issues.
5.
Scheduling a.
Schedule diagnostic appointments for consumers with the appropriate behavior analyst and translation specialists as needed.
b.
Schedule tours with prospective consumer families as requested.
c.
Provide reminder calls to consumer families prior to their appointment.
d.
Facilitate patient flow by notifying clinical staff of consumer arrival or delays and communicating schedule changes with consumer families and behavior analysis teams.
6.
Administrative Support a.
Assist behavior analysis teams with submitting treatment plans, authorization requests, and other correspondence as required.
b.
Provide assistance in returning phone calls of a non-clinical nature to consumer parents/guardians and/or other health care professionals.
c.
Assist behavior analysis and leadership teams with other duties and special projects as assigned.
7.
Record Maintenance and Disclosure a.
Utilize the eCare system to initiate, maintain and discharge patient records.
b.
Follow all HIPAA and confidentiality guidelines.
c.
Regularly audit consumer charts to ensure up-to-date and accurate demographic and clinical information requirements are met.
d.
Manage the release of consumer information in accordance with Hope Network policy and procedures; documenting consumer record disclosures in the eCare system.
8.
Supply Orders and Equipment Maintenance a.
Maintain adequate working knowledge of office equipment; requesting maintenance in a timely manner.
b.
Inventory and replenish office and facility supplies as needed and in accordance with purchasing guidelines and budget.
c.
Order program supplies as requested by behavior analysis teams and in accordance with program budget.
9.
Responsible for ensuring all common areas of the Center are clean and organized.
10.
Other duties as assigned.
Educational / Talent Requirements: 1.
Minimum Education required: Must have high school diploma or equivalent.
2.
Experience using an electronic medical record system.
3.
Proficient in Microsoft office including Word, Excel, Outlook, and Power Point.
4.
Ability to type at least 60 wpm.
5.
Strong written and verbal communication skills, bi-lingual preferred.
6.
Ability to work independently and require minimal supervision.
Must be able to relate to a variety of professional personnel and customers.
7.
Good organizational skills and the ability to complete multiple task simultaneously.
8.
Ability to use a variety of office equipment - including a multi-line phone system, copiers, fax machines, credit card machines, etc.
9.
Ability to articulate and actively support the mission and values of Hope Network and the Center for Autism.
Work Experience Requirements: 1.
Minimum of 2 years in a professional setting.
2.
Comprehensive knowledge of and experience with medical insurance and billing preferred.