Intake and Scheduling Specialist - Oakdale, MN

Canvas Health; Oakdale (MN); On-site; USD 30,000 - 35,000; Full time

Benefits offered by this job

Generous paid time off

Healthcare coverage

Flexible health savings accounts

Employee Assistance Program

Exclusive discounts

Retirement savings plan

Performance-based awards

Job summary

Canvas Health in Oakdale, MN is seeking an Intake and Scheduling Specialist to welcome clients and manage scheduling, referrals, and insurance validation. This call-center role involves educating clients on services, collecting verified data, and coordinating with clinicians to ensure timely care.

The position emphasizes trauma-informed service, insurance processing, and maintaining accurate records, with a Monday–Friday schedule and 40 hours per week.

Qualifications

• High school diploma (or equivalent).
• Minimum of two years of call-center based customer service experience in a fast-paced environment.
• Minimum of two years of data entry and data quality.
• Proficiency in technology and computer use including Microsoft Office Suite.

Responsibilities

• Primarily handles patient interactions through inbound/outbound calls, providing accurate information or triaging as needed.
• Guides scheduling with professionalism and empathy to create a positive first impression.
• Schedules, reschedules, and cancels appointments across programs via phone, online intake, or by request.
• Collects and verifies client data and enters into the Electronic Health Record at scheduling time.
• Screens clients for sliding fee scale or behavioral health fund eligibility.
• Educates clients on Canvas Health services and modalities offered.
• Coordinates with clinicians and case managers on scheduling issues and access to care.
• Prepares and routes electronic intake packets before the first appointment.
• Collaborates with providers to ensure correct client placement and scheduling.
• Assists with insurance prior authorizations and monitors denials for action.

Skills

Customer service

Data entry

Microsoft Office

Education

High school diploma

Tools

Electronic Health Record systems

Job description

Intake and Scheduling Specialist

All are welcome! People of color, people with disabilities, and LGBTQIA+ individuals are strongly encouraged to apply!

Salary

Base Salary: $21.67 - $25.10 per hour

The expected compensation range for this position represents a good faith estimate for this position and the specific compensation offered to a candidate may vary based on factors including, but not limited to, the candidate's relevant knowledge, training, skills, work location, experience, and/or FTE.

Benefits eligibility includes (but not limited to):

• Generous paid time off, including holidays and personal days
• Wide-ranging healthcare coverage with options to fit your needs
• Flexible accounts for medical savings and expenses
• Supportive services through the Employee Assistance Program
• Access to exclusive discounts on entertainment, travel, dining, and more
• Retirement savings plan with contributions from the employer
• Recognition opportunities through performance-based awards

About Us

This mission of Canvas Health is to bring hope, healing, and recovery to people's lives.

Canvas Health's mental health and substance use disorder providers, clinicians, and staff bring their diverse lived experience to help inform and guide the care they provide to clients. Our integrated programs and services offer coordinated care to people of all ages in their homes, the community, and in our clinics. We strive for excellence in clinical care as we serve those living with mental illness, substance use disorders, crisis, unstable housing, and trauma. Canvas Health is a non-profit, Certified Community Behavioral Health Clinic (CCBHC) specializing in serving clients who are on Medicaid.

Position Summary

The Intake and Scheduling Coordinators is often the first person that our clients will speak to. They are responsible for scheduling clients appointments, processing referrals, informing clients about delays and wait times, support seamless trauma informed service, obtaining insurance information, collects and verifies all patient information. This position is call-center based, and frequently interacting with clients with a history of mental health or substance use problems, or who may have experienced trauma. This position will also conduct insurance verification and obtain any necessary insurance authorizations.

Job Duties and Responsibilities include:

• Primarily conducts all patient interactions through incoming and outgoing phone calls in a prompt, pleasant and kind manner, providing accurate information or triaging as appropriate.
• Ensures a positive first impression for patients and referents by guiding them through the scheduling process with professionalism and empathy.
• Schedule, reschedule, cancel subsequent appointments across programs for clients who contact the agency by telephone, online intake form, and as requested by service providers.
• Collects and verifies all client data from clients and enters it into the Electronic Health Record accurately at the time of scheduling to ensure smooth revenue cycle.
• Screens clients for sliding fee scale or behavioral fund eligibility.
• Educates clients on the different services, programs, and modalities offered by Canvas Health.
• Follows-up with clinicians and external parties (like case managers) regarding patient scheduling issues.
• Prepares and routes electronic administrative intake packets to be completed electronically prior to client's initial appointment.
• Collaborates with Canvas Health providers and supervisors to ensure the effective placement and scheduling of a client.
• Assist behavioral health professional staff in the preparation of insurance prior authorization forms. Monitor insurance prior authorization denials. Notify appropriate staff to edit, resubmit or contest denial.
• Provide administrative support services as assigned by supervisor.
• Maintain awareness of trends, patterns, and need for new services or availability; report these to management as needed.
• Attend appropriate meetings as designated.

Location

Oakdale, MN

Schedule

Monday - Friday, 40 hours/week from 7:30am – 5pm

Qualifications

MINIMUM QUALIFICATIONS

• High school diploma (or equivalent)
• Minimum of two years of call-center based customer service experience in a fast-paced environment
• Minimum of two years of data entry and data quality
• Proficiency in technology and computer use including Microsoft Office Suite

PREFERRED QUALIFICATIONS

• Experience with Electronic Health Record systems.
• Experience working with and/or delivering services to diverse populations.
• Scheduling and/or customer service experience in a behavioral or medical health setting and third-party coverage verification.
• Experience in a trauma-informed agency or working with populations who may have experienced trauma.

Canvas Health is an Equal Opportunity Employer committed to creating a diverse workforce. Canvas Health will not discriminate against any employee or applicant based upon a person's race, color, creed, religion, national origin, sex, marital status, sexual orientation or perceived sexual orientation, gender identity, disability, status with regard to public assistance, age, sexual or affectional orientation, familial status, ancestry, local human rights commission activity, citizenship, genetic information, protected veteran or military status, or any other protected class.