Clinical Intake Coordinator
GENERAL SUMMARY: Under the supervision of the Director of Outpatient Clinical Services, the Clinical Intake Coordinator is responsible for conducting comprehensive intake assessments for all prospective new and returning clients. This role includes scheduling initial appointments with clinicians, providing appropriate external and internal referrals as needed, managing waitlists for clinical services, and collaborating closely with the billing department to effectively manage the insurance needs of prospective clients. Written and oral fluency in Spanish is required; proficiency in additional languages is considered a strong asset.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Completes comprehensive assessments of current functioning, clinical history, symptoms, and individual needs for all prospective clients of the Clinical Department, including Outpatient Clinical Services and CSEC Mentoring.
- Coordinates with and assists Day One clinicians in scheduling initial appointments for new clients; provides appropriate referrals as needed; maintains case updates and waitlists; and completes data entry in a timely and accurate manner.
- Assesses whether a situation constitutes a crisis and schedules immediate appointments when appropriate.
- Ensures that insurance has been verified, paperwork has been completed, and intakes have been entered into appropriate databases for the programs within the Clinical Department, prior to the first scheduled appointment.
- Manages the Weekly Census, Referrals, Waitlists, and Authorizations for the CSEC Mentor Program.
- Actively collaborates with the Director of Outpatient Clinical Services, the Adult Advocacy Department, and the Day One Children’s Advocacy Center to ensure clients receive comprehensive and coordinated services.
- Partner with Finance and Program Support teams to support insurance billing operations, collect client copays, and post payments accurately and efficiently.
- Cultivates strong, collaborative relationships with community partners, including but not limited to DCYF, law enforcement, the Attorney General’s office, courts, hospitals, schools, human service agencies, and private mental health providers.
- Maintains and updates referral sources; develops and sustains community contacts and monitors the availability of services for children, adolescents, and adult victims in the community.
- Communicates effectively with Day One staff to ensure the continued successful operation of all Day One programs and to ensure that clients’ needs are being addressed.
- In conjunction with the Clinical Department, implements clinical policies and procedures aligned with treatment program goals, monitors client service needs, maintains program data, completes assigned reports, and provides regular updates to supervisors and staff regarding waiting lists and calling‑pattern trends.
- Participate in appropriate training opportunities, supervision, and all mandatory meetings, as scheduled.
- Demonstrates professionalism, commitment, curiosity, and humility in areas of ethics, cultural competency, and diversity, as well as a commitment to an anti-racist and anti-oppression frame in all areas of agency service delivery.
- Collaborates with the Director of Outpatient Clinical Services to expand community presence through partnership development and promotion of agency programs and services.
SKILLS AND ABILITIES REQUIRED:
- A high level of interpersonal skills to provide support to victims and survivors from all segments of the community.
- Demonstrates strong organizational, multitasking, and critical‑thinking skills to effectively respond to client, department, and agency needs.
- Resourceful, and initiative-taking team player, assisting the clinical program, as well as other programs when needed.
- Excellent verbal and written communication skills, in addition to a high level of computer literacy.
- The ability to effectively manage stressful situations and crises as they arise.
- An understanding of the complex issues connected with sexual assault/abuse, sex trafficking, and domestic violence, as well as the impact of trauma on the mind, body, and spirit.
- Familiarity with a variety of different evidence-based, trauma-informed treatment modalities.
- Ability to work in partnership with diverse individuals and groups.
- Experience working with electronic health record (EHR) systems and an understanding of revenue cycle management, including insurance verification, authorizations, and billing workflows.
- Clearance through BCI and DCYF is required.
WORKING CONDITIONS:
- Works in a typical professional office environment. This position is site-based with a hybrid option for project-specific tasks with the prior approval of a direct supervisor.
- Completion of Day One Helpline training when available.
MINIMUM EDUCATION AND EXPERIENCE REQUIRED:
- Master’s Degree in a relevant field.
- Experience working with children and families who have experienced trauma: sexual abuse, physical abuse, emotional abuse/neglect.
- Proficiency in Microsoft Office 365 applications, including Word, Excel, Outlook, and related tools.
- Bilingual in Spanish Required.