Intake Coordinator for Mobile Unit

New Season; Rockland (ME); On-site; USD 36,000 - 48,000; Full time

Job summary

New Season Intake Coordinator is responsible for managing patient registration as they enter the healthcare facility. Coordinate referrals from physicians, hospitals, and community sources to ensure smooth admissions and accurate charting.

The role requires strong customer service, attention to medical details, and collaboration with the Clinic Operations Team to maintain confidentiality and compliant processes.

Qualifications

• High school diploma or GED required.
• Experience with electronic health records preferred.
• Knowledge of medical and psychiatric terminology helpful.
• Strong customer service and communication skills.
• Ability to manage multiple referrals and appointments.

Responsibilities

• Schedule evaluations, meetings, and consultations for patients.
• Answer all incoming calls with a strong customer service background and explain the admissions process.
• Prepare and maintain patient charts.
• Enter admission information including insurance, medical history, and demographics into the system.
• Conduct pre-screen to determine medical necessity for Intake Assessment.
• Convey the initial plan of treatment to the referral source, if applicable.
• Produce timely acceptance and completion of new referrals.
• Assist case management with referrals as needed.
• Maintain confidentiality and safeguard operations.
• Communicate with Clinic Operations Team to meet goals.
• Adhere to service policy and CMG/New Seasons principles.
• Other duties assigned.

Skills

Customer service

EHR

Medical Insurance

Medical Terminology

Communication

Education

High School Diploma or GED

Job description

Description

Intake Coordinator

Job Description

New Season

Reports to: Program Director

Job Code: TC45

Department: Clinic

FLSA: Non-Exempt

Direct Reports: 0

For over 30 years, New Season Treatment Centers have been a leading national health care service provider of outpatient treatment centers that specialize in providing safe, quality and best in class care for individuals living with Opioid Use Disorder ("OUD"). Operating in over 70 treatment centers in multiple states, our team members are engaged in medication-assisted treatment, counseling, support, and care management of individuals living with OUD. We treat the whole person and, in so doing, address the underlying causes of OUD in an effort to provide a continuum of care that not only addresses treatment needs but supports the patient on their journey to recovery.

Job Summary

This position is responsible for managing the registration process of patients as they enter the healthcare facility. The ideal candidate will appropriately receive and coordinate referrals from physicians, hospitals, facilities, and other community referral sources.

Essential Functions

• Schedule evaluations, meetings, and consultations for patients.
• Answer all incoming calls with a strong customer service background, this may include answering questions and explaining the admissions process.
• Prepare and maintain patient charts.
• Enter admission information that includes patients' insurance, medical history, and demographics into the system.
• Conduct pre-screen to determine the medical necessity for Intake Assessment for each potential patient.
• Convey the initial plan of treatment to the referral source, if applicable.
• Produce a timely acceptance and completion of new referrals.
• Effectively assist case management as needed with referrals.
• Maintains confidentiality and safeguards the operations of the business.
• Keep lines of communication open with the Clinic Operations Team to ensure individualized goals are met.
• Adheres to the service policy and principle of CMG/New Seasons.
• Other duties assigned.

Supervisory Responsibilities

None.

Essential Qualifications

(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).

Education/Licensure/Certification

This position requires a High School Diploma or GED.

Required Knowledge

The candidate will have a strong customer service background, knowledge of electronic health records, medical insurance, and knowledge of medical and psychiatric terminology.

Experience Required

This position requires a minimum of 3 years of admission/intake, MD referral, scheduling and registration experience, and a minimum of 3 years of healthcare/ office experience.

Skill and Ability

The position will require the ability to read, write legibly, and comprehend written and spoken words. Basic computer literacy, and the ability to accurately enter patient data. Use strong communication skills. Ability to read, analyze, and interpret the most complex documents. Ability to schedule and manage multiple patients at once.

Physical Demands/Work Environment

Finger Dexterity: Use primarily for writing, operating calculator, telephone, keyboard, and other office equipment.

Talking: To convey detailed or important instructions to employees, patients, and applicants.

Hearing: Ability to hear normal conversations and receive ordinary information.

Vision: Average, ordinary, visual acuity necessary to observe patients and work on computers. Clear vision at 20 inches or less and distant vision at 20 feet or more.

Physical Strength: Sedentary work; sitting most of the time. Exerts up to 10 pounds of force occasionally.

Working Conditions

(The working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Ability to operate in an open work area with moderate everyday noise.

Core Competencies

• Analytical Skills
• Business Acumen/Understanding the Organization
• Communication
• Detail Orientation/Attention to Detail
• Ethics/Values/Integrity
• Information Gathering
• Problem Solving
• Time Management

Mental Activities

(The mental activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Reasoning Ability

Ability to resolve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to maintain confidentiality.

Mathematics Ability

Basic Mathematics (including Statistics) Skills Required.

Language Ability

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regul

Job Or State Requirements

HS Diploma/GED, Intake experience preferred