The Intake and Administrative Specialist serves as the main point of contact for all individuals seeking the services of Mainstay Life Services. They collect personal information, medical histories, insurance details and any other relevant information. The intake specialist serves as a liaison between the individual seeking services and program leadership while collaborating with families, county liaisons, and support coordination units.

They also perform key administrative duties to assist and support all program areas.

RESPONSIBILITIES

General

• Serves as the single point of contact for all referrals coming into the agency via email, web, and phone.
• Provides communication, literature, and an overview of the services that Mainstay provides to the referral inquiry.
• Enters, tracks, and maintains all referrals for the agency utilizing Therap.
• Enter basic personal and demographic information in the electronic health record Therap, using the Therap Intake module.
• Works with the Quality team to ensure all documentation for services is complete before intake is complete.
• Requests and maintains in IT system an updated ISP.
• Completes and circulates internal admission, transfer, and discharge forms.
• Obtains and maintains all consent forms.
• Verifies service authorizations and updates in Therap, as needed and annually.
• Employment Services – Employment Support Plan
• 24 Hr Residential – coordinates house visits and intake meetings, liaises with partners to obtain and maintain documentation needed for Intake and admission
• Assists in preparing and processing billing across all program areas
• Assists with completing and storing documentation as required by applicable state and federal authority.
• Maintains confidentiality of all staff and resident information.
• Responsible for the completion of other related duties as assigned

Counseling Center

• Obtains and maintains insurance information
• Engages and follows up with referrals within required timeframes
• Brief crisis assessment to ensure the individual is not experiencing an acute crisis event.
• Update POMS
• Track all required documents, verifying signatures and dates.
• Upload all documents to Therap.
• Confirms appointments and notifies patients of copays or payments.
• Keeps a log of late or missed appointments.
• Maintains clinicians schedule, including notification of upcoming appointments.
• Communicates insurance issues.

KNOWLEDGE AND SKILLS

• Strong PC skills required (Microsoft Word, Excel, PowerPoint, Outlook, databases)
• Effective communication, verbal and written, with all levels of agency
• Professional presentation skills
• Must possess excellent customer service skills
• Must be organized, set priorities, meet deadlines and be detail oriented
• Ability to work in a fast-paced environment; proficiency in coordinating multiple tasks
• Ability to work both independently and as part of a team
• Strong attention to detail
• Strong interpersonal and communication ability to work well with people of diverse social, cultural, and economic backgrounds
• Must maintain strict confidentiality of all information in compliance with federal, state, county laws and regulations.

MINIMUM EDUCATION, EXPERIENCE AND TRAINING

• Bachelor’s Degree preferred; minimum of 2 years experience working with Excel and databases, performing administrative staff, clerical, clerical technical, or secretarial work; or any equivalent combination of education and experience of the above requirements.
• Non-profit office administration experience preferred

PRE-REQUISITES

• Must be at least 18 years of age
• Valid driver’s license and access to reliable vehicle
• Act 33 & 34 clearances