Job description

Columbia Associates is part of Transformations Care Network, a growing family of mental health clinics serving their local communities. Our clinics provide person-centered, holistic care that utilizes evidence-based advances in neuroscience to support the therapeutic process. We believe that everyone should have access to high-quality mental health care, and our mission is to make that a reality. If you have a passion for improving access, reducing stigma, and continually improving care – we want you to be part of the team!

We recognize that in order to deliver excellent care that transforms lives, mental health professionals need to feel supported in their work. This is why we invest in all of our employees by offering competitive pay and benefits, collaborative team settings, and a network of support. We would love to talk with you about the opportunities we have for you to grow, expand your skills, and be part of something bigger.

We are currently adding an Intake Coordinator to our growing team!

About the Role:

The Intake Coordinator is a client-facing role that is responsible for processing referrals received through inbound phone calls, e-mail, fax and web-based sites. The Intake Coordinator will answer client and referral partner calls and outreaches, set clients up in the EMR, collect necessary demographic and clinically relevant information, and schedule the client’s first appointment. The Intake Coordinator will also support billing functions related to intake, including insurance verification.

The team interacts and collaborates with each other, front office staff, billing staff, clinicians, and clinic directors within Transformations Care Network and serves as an internal intake help desk when support is required to deliver excellent client experience and care. If you like being a “go-to” person in an essential part of an organization with a lot of internal and external interaction, we hope you’ll consider our team.

• Support our clients in an empathetic manner while collecting pertinent demographic, insurance and personal information related to their immediate need
• Identify crisis or urgent client calls and efficiently follow triage and escalation protocols

• Create and document client profiles in the EMR system in a precise and consistent manner and ensure any follow-up needed is completed

• Verify insurance plans and set-up authorization and insurance plan information

• Obtain specific authorization as required by insurance plans

• Communicate insurance plan details to the client as well as the clinician along with any paperwork requirements and outstanding balance information

• Facilitate pre-intake paperwork completion by guiding clients to client portal and providing instructions on how to complete forms

• Monitor inbound referrals from the web and respond to appointment requests promptly

• Collaborate with other departments, staff members and our clinics to ensure client needs are met

• Create productive relationships with external referral partners that include hospitals, physicians, EAP referral sources, case managers and other healthcare groups

• Process internal requests for client transfers based on client request, a clinician change or as required due to an insurance change

• Review internal and client-based requests for adding services

• Support any client inquiry that comes to the team, with a goal to resolve all questions on the call

• Participate in team meetings and trainings

• Be part of a strong internal team focused on taking care of client needs and supporting our clinics

About You:

• A professional with 3-5 years’ experience in the healthcare field in a customer-facing role (call center, provider office front desk)

• Customer-service oriented, with a desire to help people and break down barriers to care

• Accurate and attentive to detail

• Open to learning more about behavioral health care service delivery, insurance requirements, and practice operations

• Best owed with excellent telephone rapport skills and a knack for talking with people

• Good at problem solving, and excited to contribute to building new processes and making things work better

• Willing to learn new EMR and phone systems rapidly

• Excited to help people get the mental health services that will improve their lives

Benefits:

• Full and part- time roles available with flexible schedules

• Health and Dental Insurance

• PTO / Paid Time Off

Job Type: Full-time

Pay: $15.00 - $17.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Aldie, VA 20105: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Medical office experience: 1 year (Preferred)
• Computer skills: 1 year (Preferred)
• Medical receptionist: 1 year (Preferred)

Work Location: One location

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