Intake Coordinator

Volunteers of America Delaware Valley; Camden (NJ); On-site; USD 36,000 - 48,000; Full time

Job summary

Volunteers of America Delaware Valley is seeking a detail-oriented Admissions Coordinator to guide clients from initial inquiry through admission authorization. You will screen eligibility, staff the front desk, answer calls, set appointments, and greet visitors, ensuring accurate paperwork.

You will enter data into NJSAMS-DASIE and coordinate transfers to SecurManage for billing and eligibility verification, while maintaining confidentiality and delivering excellent customer service daily.

Qualifications

• Minimum of a High School diploma or equivalent, and at least one year of customer service/telemarketing experience.
• Ability to build relationships with community stakeholders, referrals and funding sources.
• Strong organizational, written and verbal communication skills.
• Computer skills and ability to learn new software applications.

Responsibilities

• Coordinate admissions process from initial request to final authorization.
• Screen potential clients and staff the front desk; answer calls and greet visitors.
• Enter demographic and financial data into NJSAMS-DASIE.
• Coordinate data transfer from NJSAMS-DASIE into SecurManage and ensure eligibility for billing.
• Support billing by completing movements for residential clients and ensuring documentation.
• Maintain confidentiality and interact professionally with clients and staff.
• Attend staff meetings and perform duties assigned by the Program Director.

Skills

Customer Service

Organizational

Detail Management

Verbal Communication

Education

High School Diploma

Tools

SecurManage

NJSAMS-DASIE

Job description

Coordinate the admissions process from the initial request for admission to the final authorization. Responsibilities include screening of potential clients, staffing the front desk, answering phone calls, setting appointments, greeting visitors, filing all necessary paperwork and documentation.

SCOPE OF DUTIES:

• Serve as the point of contact for the client until a Substance Abuse Counselor / Case Manager is assigned.
• Conduct screenings, document eligibility criteria and communicate criteria to potential clients.
• Respond to inquiries regarding eligibility, treatment plans, program operational procedures, and daily schedules.
• Conduct initial intake screening which includes entering personal demographic and financial data into NJSAMS-DASIE based upon referral documentation and/or client, or client representative interview.
• Coordinate data transfer from NJSAMS-DASIE into SecurManage (either manually or electronically) ensuring demographic data, financial eligibility and initial counselor assessment appointment are complete.
• Complete daily movements in SecurManage system which results in billing of per diem for residential clients.
• Ensure all referral documentation and any other eligibility criteria are complete to ensure costs for care are authorized. Following up to verify counselors have completed required intake documentation in case files for new clients. Edit intake movements as necessary to facilitate accurate billable events of clients.
• Work in conjunction with the Program Director to ensure all treatment services are recorded and documented to generate billing invoices.
• Act as primary Presumptive Eligibility Coordinator by assisting clients to register for health insurance at intake for all residential and ambulatory clients. Document via case note and communicate health insurance updates to the Treatment Team weekly.
• Conduct weekly reviews of database to ensure all documentation is updated.
• Provide support to the Program Director.
• Interact with all clients, staff, and outside contacts with respect and courtesy.
• Maintain client and staff confidentiality in compliance with administrative policies and procedures.
• Attend and participate in regularly scheduled staff meetings, supervisory conferences, and training sessions.
• Other duties assigned by Program Director.

Qualifications

Skills

Required

Customer Service

Expert

Preferred

Organizational

Advanced

Detail Management

Advanced

Education

Required

High School or better.

Experience

Required

Minimum of a High School diploma or equivalent, and at least one year of customer service experience/telemarketing experience. Ability to build excellent working relationships with community stakeholders, referral and funding sources. Strong organizational skills and the ability to demonstrable written and verbal communication skills. Computer skills and the ability to learn new software applications necessary. Must have excellent customer service skills and be able to handle a high call volume.

Licenses & Certifications

Preferred

Valid Drivers License

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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