Intake Coordinator I or ll

Paylocity; Redmond (OR); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Bilingual English/Spanish

Job summary

Paylocity in Oregon seeks a WMS Intake Coordinator to provide patient-centered intake for referrals to WMS services. You will coordinate referrals, schedule appointments, and ensure accurate data entry in the EHR while collaborating with treatment teams.

This role requires compassionate communication, cultural competence, and adherence to authorization protocols. Bilingual English/Spanish is a plus; valid Oregon driver license and BLS/AED certification are preferred.

Qualifications

• High School Diploma or equivalent; Level II education/experience may apply.
• Plus 3 years’ experience in a medical office, ambulatory care, behavioral health, or similar setting.

Responsibilities

• Provides initial contact and intake interviews with referral clients.
• Follows up on referrals to ensure timely care and client readiness.
• Coordinates scheduling with patients and teams.
• Processes referrals and authorization according to protocols.
• Enters referral, hospital, outpatient, and other patient information into the EHR.
• Establishes rapport with incoming clients.
• Schedules intake and bed assignment in the EHR.
• Ensures all referrals with co-occurring concerns are staffed with the treatment team.
• Gathers information to facilitate insurance authorization for pay clients.
• Discusses treatment and self-pay contracts prior to entry.
• Attends daily treatment team meetings for updates on new patients.
• Tracks census and bed availability; coordinates with billing.
• Performs other duties as assigned.

Skills

Referral coordination

Scheduling

EHR data entry

Patient communication

Billing coordination

Education

High School Diploma

CADC-I or QMHA-I certification

BLS/AED certification

Tools

EHR system

Job description

Description

The WMS Intake Coordinator is responsible for providing customer-friendly initiation to WMS services, including total coordination, processing, and scheduling of patient referrals for services. All services provided will be person-centered and culturally competent. The WMS Intake Coordinator must demonstrate patience with clients, be aware of culturally appropriate behavior and its effects on the responses of clients and be flexible based on the needs of each client.

QUALIFICATIONS

EDUCATION AND/OR EXPERIENCE REQUIREMENTS:

• High School Diploma (or equivalent) for Level I Assoc. degree in Addiction or related for Level II or equivalent in education/experience
• Plus 3 years’ experience in a medical office, ambulatory care, behavioral health, or similar setting

LICENSES AND CERTIFICATIONS:

• Level II requires current CADC-I or QMHA-I certification
• Must maintain a valid Oregon Driver License or ability to obtain one upon hire and be insurable under the organization’s auto liability coverage policy (minimum 21 years of age and with no Type A violations in the past 3 years, or three (3) or more Type B violations)
• Current BLS/AED

PREFERRED:

• Bilingual in English/Spanish

ESSENTIAL FUNCTIONS

1. Provides initial contact with all referral clients which may include initial interviews with all clients for either self- or professional referrals;
2. Follows up on the referrals in a timely manner to ensure that appropriate care is received, client Is prepared for intake, and understands the WMS process;
3. Communicates with patients in a timely basis for all scheduling requirements;
4. Follows protocols for proper authorization and processing of all referrals;
5. Enters all referral, hospital, outpatient, and other patient specialty health service information into the EHR according to agency policies and procedures;
6. Establishes a rapport with incoming clients;
7. Schedules clients for WMS intake and assigns to a bed in the EHR;
8. Ensures all referrals with co-occurring mental health or medical concerns are staffed with the treatment team, including medical/nursing staff when applicable, to determine that all entry criteria have been met;
9. Obtains the necessary information to facilitate authorization for insurance pay clients and provide the needed information and contacts to the clinical staff upon prior to entry into the program;
10. Discusses treatment and fee agreements for self-pay clients’ contracts prior to entry. When the client enters the program provides the needed information to the office and clinical staff;
11. Attends and participates in daily treatment team meetings to provide updates on incoming patients;
12. Tracks census and monitors all beds for both state-funded beds and the private sector, to maintain the proper ratio of beds available;
13. Works closely with the billing department and individual counselors to ensure billings and private payments are completed as required;
14. Other related duties as assigned by the Program Supervisor/Director.