Intake Coordinator - 100IA - Tues-Thurs 8:30AM-4:30PM

WellLife Network; Coram (NY); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Competitive hourly rate

Medical, dental, vision, 401k

Paid time off

Wellness program

Professional development

Meaningful work

Supportive environment

Job summary

WellLife Network seeks an Intake Coordinator to coordinate new client engagements and referrals. You will connect individuals with the appropriate clinical programs and ensure smooth intake processes across behavioral health and community-based services.

The role requires a Master’s degree in Social Work or related field and at least three years of social service experience, with strong computer skills and a NY driver’s license.

Qualifications

• Master’s degree in Social Work or related field.
• Three years of experience in the Social Service field.
• New York State driver’s license and access to a vehicle.
• Computer literacy and familiarity with HIPAA compliance.

Responsibilities

• Coordinate and schedule initial clinical assessments and program intakes.
• Respond to phone calls, emails, referrals, and inquiries about program availability.
• Maintain intake information and EMR records with accuracy.
• Coordinate with clinical staff to determine intake appointments and program placement.
• Monitor intake pipelines and ensure referrals are processed within timelines.

Skills

Communication

Computer literacy

HIPAA compliance

Education

Master’s degree in Social Work or related field

Tools

EMR software

Vehicle license

Job description

Make an Impact

At WellLife Network, your clinical expertise helps individuals achieve wellness, recovery, and independence. Join a compassionate team of professionals dedicated to providing person-centered care across behavioral health, developmental disabilities, and community-based programs. Here, your skills make a real difference — one life, one family, and one community at a time.

Make an Impact

At WellLife Network, your clinical expertise helps individuals achieve wellness, recovery, and independence. Join a compassionate team of professionals dedicated to providing person-centered care across behavioral health, developmental disabilities, and community-based programs. Here, your skills make a real difference — one life, one family, and one community at a time.

Position Summary

responsible for coordinating new client engagement and intakes while ensuring individuals are efficiently connected with the appropriate clinical programs and services. this role combines evaluating referrals and community contacts to internally streamline clinic processes to maximize enrollments.

Essential Accountabilities

Responsibilities include, but are not limited to:

• Coordinate and schedule initial clinical assessments and program intakes.
• Respond to phone calls, emails, referrals, and other inquiries regarding program availability and eligibility.
• Maintain intake phone.
• Gather and accurately document client demographic, insurance, referral, and intake information into established EMR.
• Maintain OMH and OASAS required documentation for referral and intake processes, ensuring it meets programmatic regulations and audit readiness.
• Coordinate with clinical staff to determine appropriate intake appointments and program placement.
• Maintain accurate scheduling records and update electronic health records or other databases.
• Communicate appointment details, required documentation, and next steps to clients and other appropriate contacts.
• Follow up with clients and referral sources regarding incomplete paperwork, missed appointments, or outstanding information.
• Work closely with other agency stakeholders including clinical teams, medical professional staff, and financial departments to ensure appropriate program oversight.
• Monitor intake pipelines and help ensure referrals are processed within established timelines.
• Identify time-sensitive concerns and appropriately elevate them to clinical leadership.
• Maintain confidentiality and comply with HIPAA and organizational policies.
• Provide professional, compassionate customer service to clients and families who may be experiencing stressful or sensitive circumstances.
• Assist with administrative tasks related to admissions, referrals, census management, and clinical program coordination.
• Coordinate with Senior Business Director and attend outreach events as needed.
• Build and maintain partnerships with community providers and other healthcare agencies.
• Recognize and identify referral trends and areas of opportunity.
• Track outcomes and performance metrics related to intake and enrollments across programs.
• Participate in strategic plans to leverage and increase clinical census.
• Strategically monitor position to maximize outcomes.

#INDClinical

Job Qualifications

A Master’s degree, with three years of experience in the Social Service field, license preferred. Computer literacy is necessary. Familiarity with community programs and discharge planning preferred. A clean and valid New York State driver’s license, and access to a vehicle is required.

What You’ll Gain

• Compensation: Competitive hourly rate based on experience.
• Robust Benefits: Medical, dental, vision, and 401k retirement plan (with matching).
• Work-Life Balance: Paid time off, holidays, and personal days.
• Wellness Program: Free and low-cost gym and wellness access and support.
• Training & Growth: Ongoing professional development and career advancement opportunities.
• Meaningful Work: Direct impact on the lives of youth and their families.
• Supportive Environment: A collaborative team that values your contributions