Intake Coordinator

Nexus Family Healing; Rochester (MN); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Commute stipend

PTO 4 weeks

Health insurance options

Life insurance

Disability insurance

401k match

Talkspace Therapy

Hinge Health

Carrot Fertility

Tuition assistance

Advancement opportunities

Job summary

Nexus Family Healing is actively seeking an Intake Coordinator to manage client intake, scheduling, and registration at the Southeast Regional Crisis Center in Rochester, MN. This full-time role supports therapists and clinical teams by coordinating authorizations, data entry, and discharge processes.

The position requires a High School Diploma, DMV license, and DHS background check; preference for candidates with healthcare office experience and bilingual abilities (Spanish or Somali).

Qualifications

• High School Diploma or equivalent required.
• Experience in a mental health or healthcare office preferred.
• Valid driver’s license required; meet state driving requirements.
• Must pass DHS background check.

Responsibilities

• Manage client intake, referrals, and appointment scheduling in the EHR system.
• Coordinate insurance authorizations and medical record requests.
• Provide professional front desk support and process payments.
• Open office and perform daily administrative tasks.
• Maintain internal and external communications, reports and meeting schedules.
• Adhere to HIPAA, Medicaid, and company policies; maintain confidentiality.

Skills

Customer service

Scheduling coordination

Attention to detail

Bilingual Spanish

Bilingual Somali

Front desk/Reception

HIPAA compliance

EHR software

Education

High School Diploma

DHS background check

Associates Degree in Healthcare Admin

Tools

EHR system

Job description

Nexus Family Healing is actively hiring an Intake Coordinator - full time, days for the Southeast Regional Crisis Center (SERCC) in Rochester, MN! This is an exciting opportunity for an individual who is passionate about mission-driven work while aligning communities and regional partners to provide the right kind of care for individuals experiencing mental health crises across southeast Minnesota.

Nexus Family Healing is a national nonprofit network of mental health agencies with over 45 years of restoring hope for thousands of children and families through outpatient/community mental health services, foster care, adoption, and residential treatment.

At Nexus Family Healing, we embrace diversity, promote equity, and foster inclusion. As a national mental health organization, we serve a diverse group of youth and families, and we strive for our workforce to support and represent that diversity.

Pay, location, schedule:

• $21-23 per hour
• On-site in Rochester, MN
• Full time, 40 hours per week
• Up to a $400 bi-weekly commute stipend for employees driving 45+ miles one way!
• Monday - Friday 10am-6pm

Nexus' Comprehensive Benefits Include:

• Four weeks paid time off (PTO) in the first year of employment
• Multiple options for health insurance coverage
• No-cost life insurance
• Short/long-term disability insurance
• 401k match
• NEW - Talkspace Therapy Benefit for the whole family
• NEW - Hinge Health Benefit for the whole family
• NEW Carrot Fertility Benefit
• Tuition assistance and training opportunities
• Advancement pathways and internal promotion
• And much more!

Position Summary

The Mental Health Admin - Intake Coordinator is the primary contact for new clients and facilitates a seamless end to end intake process and experience for clients. This role is responsible for coordinating all aspects of client registration, admission, insurance coverage and the scheduling processes while providing guidance and ongoing assistance with all administrative functions of the reception desk.

Primary responsibilities:

Client Intake & Scheduling

• Manage client intake, referrals, and appointment scheduling in the EHR system.
• Ensure timely assignment of credentialed therapists and accurate client data entry.
• Coordinate insurance authorizations and handle medical record requests.
• Support clinicians with scheduling, documentation, and discharge processes.

Office Administration

• Provide professional front desk support, greet clients and visitors, and process payments.
• Open office and perform daily administrative tasks.
• Maintain internal and external communications, reports, and meeting schedules.

Compliance & Team Support

• Route calls and messages appropriately; upscale concerns as needed.
• Assist therapists and directors with scheduling and client information.
• Adhere to HIPAA, Medicaid, and company policies; maintain confidentiality.
• Stay current on required trainings and contribute to a collaborative team environment.

Required Education and Licensure:

• High School Diploma or equivalent.
• Demonstrated experience in a mental health or healthcare office or equivalent.
• Valid driver's license required. Must meet state regulating agency and Home Office driving requirements
• Must successfully pass a DHS background check

Preferred Education and Experience:

• Associates Degree in Business, Office or Medical or Health Administration; or other Healthcare related field.
• Two (2)+ years' experience in a mental health office or medical office administration, with mental health/medical billing or in similar experience.
• Electronic health record and healthcare billing experience in lieu of Associates degree considered.
• Bilingual Spanish or Somali speaking is a strong asset.

At Nexus Family Healing, our voices and actions are focused on recognizing, affirming and respecting people of every race, ethnic background, socio-economic status, sexual orientation, gender expression and faith.

ICARE Values & Behavioral Competencies:

• Innovation: Leading the way and implementing creative, cutting-edge ideas and approaches.
• Compassion: Listening, honoring differences, and showing respect, kindness, empathy care, and concern.
• Agility: Exhibiting flexibility and adapting quickly.
• Responsiveness: Being quick, positive, and accurate.
• Excellence: Demonstrating quality results that surpass ordinary standards.