Behavioral Health Office Manager & Intake Coordinator

Health Management Systems of America; Kentucky; On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

12 paid holidays

Paid vacation time

12 paid sick days

Medical insurance through Blue Care

Job summary

Health Management Systems of America (HMSA) is seeking an Office Manager / Intake Coordinator to support an outpatient behavioral health clinic. You’ll be a key contact ensuring smooth access to services from initial intake through scheduling and ongoing communication.

You will oversee front-office operations, coordinate intake, verify eligibility, manage referrals, and maintain HIPAA/CARF compliance while supporting clinical, billing, and administrative teams.

Qualifications

• Strong communication, organization, and customer-service skills.
• Ability to maintain professionalism and confidentiality with sensitive information.

Responsibilities

• Oversee daily front-office operations, workflow, scheduling, and office coverage.
• Coordinate client intake and admissions activities.
• Conduct initial intake screenings and collect demographic and required documentation.
• Schedule intake assessments, psychiatric evaluations, therapy appointments, and follow-up visits.
• Verify insurance eligibility, including Medicaid status and CHAMPS requirements when applicable.
• Coordinate referrals with PIHPs, CMHSPs, hospitals, courts, probation, MDOC, and other community referral sources.
• Assist with prior authorization and eligibility verification.
• Maintain waitlists and document client outreach efforts.
• Answer incoming calls, respond to inquiries, and route communications appropriately.
• Greet clients, visitors, referral partners, and vendors with professionalism and respect.
• Coordinate communication between clinical, medical, billing, and administrative teams.
• Support administrative reporting, audits, compliance tracking, and organizational procedures.
• Maintain accurate documentation within the electronic health record.
• Protect client confidentiality and support compliance with HIPAA, 42 CFR Part 2, Medicaid, PIHP, and CARF requirements.

Skills

Communication

Organization

Customer service

Education

High school diploma or GED

Associate degree in healthcare admin / business / behavioral health

Tools

Electronic Health Records

Insurance verification

Job description

Health Management Systems of America (HMSA) is seeking an Office Manager / Intake Coordinator to support an outpatient behavioral health clinic. You’ll be a key contact ensuring smooth access to services from initial intake through scheduling and ongoing communication.

You will oversee front-office operations, coordinate intake, verify eligibility, manage referrals, and maintain HIPAA/CARF compliance while supporting clinical, billing, and administrative teams.