Intake Coordinator – Outpatient

WCA: Wisconsin Counties Association; Kentucky; On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Wisconsin Retirement System

457 deferred compensation plan

Vacation and Sick Time

Holiday Pay

Flexible Spending Account

Life Insurance

Short/Long Term Disability

Wellness Program

Public Student Loan Forgiveness (PSLF)

Job summary

The Wood County Human Services Department has an opening for an Administrative Assistant. The primary responsibilities include handling patient financial intake, explaining clients’ rights, and maintaining electronic health records under the Behavioral Health Outpatient Clinic Manager, with oversight.

The position offers competitive salaries, flexible schedules and a robust benefits package including health, dental, vision, retirement, 457 plan, vacation/sick time, holidays, pre-tax spending,

Qualifications

• Associate degree in Accounting or Business Administration or similar field is required.
• Two to three years’ experience working with 3rd party insurance carriers in an outpatient clinic environment is desired.
• Computer experience with Word and Excel is required and ability to use in-house programs.

Responsibilities

• Act as the primary patient/client contact for financial and insurance matters.
• Perform patient/client financial intake and explain clients’ rights.
• Obtain client insurance prior authorizations for services.
• Verify Medicaid, Medicare and commercial insurance eligibility.

Skills

Client intake process

Insurance verification

Data entry

Attention to detail

Education

Associate degree in Accounting or Business Administration

Tools

Microsoft Word

Excel

Job description

Application Deadline: 2026-09-14

Job Type: County

Job Description

WHO WE ARE:

The Wood County Human Services Department has great passion for helping the members of our community. As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality services is a shared goal across all departments.

What We Offer

In addition to who we are, Wood County team members are offered competitive salaries, flexible schedules, and an excellent benefits, including:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Wisconsin Retirement System
• 457 deferred compensation plan
• Vacation and Sick Time, start accruing on your first day!
• Holiday Pay
• Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
• Life Insurance
• Short/Long Term Disability
• Wellness Program
• Public Student Loan Forgiveness (PSLF) Program

Wage: $21.39 to $24.19/hr

Current Opportunity to Join Our Team

The Wood County Human Services Department, has an opening for an Administrative Assistant position. The primary responsibilities are set forth below. The work is performed under the immediate direction of the Behavioral Health Outpatient Clinic Manager with additional oversight.

General Function

Act as the primary patient/client contact for financial and insurance matters. Responsible to perform the patient/client financial intake, explain clients’ rights, collect, enter and maintain patient/clients electronic health information record. Responsible for obtaining client insurance prior authorizations for services.

Responsibilities

• ESSENTIAL FUNCTIONS
• Print schedules for Behavioral Health providers daily. Verify insurance coverage and eligibility to continue service. Identify which clients need paperwork and financial information for intakes and financial updates. Correct any discrepancies and update records as needed
• Facilitate new intake and annual reviews of client’s financial records, updating client information as needed.
• Interview clients both in person and via the telephone to perform intake process to obtain financial billing and insurance information. Obtain signatures on all financial and clinic intake forms. Explain all forms to clients and answer any questions the client may have.
• Forward daily schedules and clients financial paperwork to satellite locations as needed.
• Verify client Medicaid, Medicare and commercial insurance eligibility in multiple health insurance portals.
• Initiate prior authorizations for payment for insurance payers for client services. Maintain tracking for prior authorizations. Track number sessions/services by client as needed, for prior authorizations purposes.
• Review and process Internal and external referrals. Identify priority clients needing to be schedule immediately.
• Verify and update all client information in Behavioral Health electronic health record.
• Assist clients with Medicaid Health Maintenance Organization (HMO) concerns; provide clients with needed information and contact information for coverage changes.
• Process credit card payments as needed for client account balances.
• Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.
• Must be familiar with and exemplify the Wood County Core Values and serve with courtesy and respect in accordance with the Wood County Code of Conduct.
• OTHER JOB DUTIES
• Provide backup duties for the weekly deposit, as need.
• Support the mission, vision, and values of the Wood County Human Services Department.
• Any other duties as may be assigned.

Experience, Training, Qualifications

Associate degree in Accounting or Business Administration or similar field is required. Two (2) to three (3) years’ experience working with 3rd party insurance carriers in an outpatient clinic environment is desired. Computer experience (Microsoft Word and Excel software) required and the ability to learn and utilize in-house computer programs and any upgrades and changes that may be necessary. Data entry experience, proficiency using a calculator and experience with excel spreadsheets is required. The ability to work under pressure, independently and with a team, with attention to detail is necessary. Basic everyday living skills are needed, as is the ability to understand and follow oral and written directions and to communicate effectively, verbally and in writing. Reading, writing, adding, and subtracting is needed for maintaining and creating various reports and data entry. Demonstrated ability to maintain a high level of confidentiality. This position may require travel to and from off-campus sites. Individual may use personal vehicle or other means of reliable transportation.

Basic office equipment used – telephone, calculator, multi-function copier and computer system.

AA/EEO

https://careers.woodcountywi.gov/