Intake Specialist

101 Rogers Memorial Hospital, Inc.; Brown Deer (WI); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) retirement plan

Life/disability insurance

Flex spending accounts

Tuition reimbursement

Health and wellness program

Employee assistance program (EAP)

Job summary

Rogers Behavioral Health in Wisconsin is seeking an Intake/Admissions Specialist to welcome patients, collect and verify information, and guide families through the admissions process. You will register patients in Cerner, explain forms, obtain signatures, and coordinate with the care team to ensure correct admission level and coverage.

The role requires HIPAA awareness, strong communication, and the ability to remain calm in challenging situations; on-call and weekend coverage may be required.

Qualifications

• High school diploma or equivalent required; bachelor’s degree preferred.
• CPR certification within 30 days of hire; re-certification every two years.
• Training in Nonviolent Crisis Intervention (NCI) within 60 days; annual re-certification.
• Mental health experience preferred; basic computer skills required.

Responsibilities

• Welcome patients and educate on admissions and processes.
• Gather/verify medical, insurance and demographic information.
• Explain admissions forms and obtain signatures as needed.
• Register patients in the Cerner system and scan documents.
• Explain insurance coverage and assist with bed scheduling.
• Coordinate with multi-disciplinary team for reimbursement and care level.
• Ability to work on-site, be on-call, and support admission workflows.
• Maintain HIPAA compliance and accurate clinical documentation.

Skills

Interpersonal skills

HIPAA knowledge

Crisis de-escalation

Communication skills

Attention to detail

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Cerner system

e-signature

Job description

Job Duties, Skills, and Responsibilities:

Welcomes patients and their caregivers to the facility. Meet with admitting patients to educate them regarding the admissions process and ensure a seamless transition to the appropriate program. Gather, confirm and input medical, insurance and demographic information, with accuracy. Knowledge of all Rogers programs and services and the ability to explain to patients/families/referents. Understanding of admissions paperwork and the ability to explain all forms to patients/guardians. Obtain all signatures needed for admissions including, but not limited to: Patient’s Rights Consent for Treatment Consent for the Release of Information All other admissions forms Register patients in the Cerner system. Distribute/Scan all documents required for admissions; ensuring proper labels and make sure they are accurate and saved in Cerner. Responsible for initial safety check (wanding, banding) and secure patient belongings, and may include either supporting as a witness or performing belongings searches at times. Has the ability to manage patients in crisis; de‑escalation, maintaining positive and welcoming positive patient experience intake environment For unscheduled admissions, greet the individual; may offer a phone screening with Patient Access or may conduct the remaining steps in the admissions process (screening, review and scheduling) in collaboration with Patient Access. General knowledge of HIPAA and Emergency Medical Treatment and Active Labor Act (EMTALA) and how it relates to admissions. Demonstrate clear, accurate and timely use of clinical encounter documentation. Comply with needed metric collection to facilitate continuous improvement. Explain insurance coverage to patients during the admission process and answer related questions. Involve the Supervisor in cases that require special attention due to the complex nature of the case. Ability to communicate and coordinate transfer to and from Rogers. Communicate with members of the multi‑disciplinary team, as needed, regarding documentation and clinical criteria to assist with reimbursement and third‑party reviews and treatment issues. Be available for on‑call coverage as scheduled. Holiday and weekend rotations required. Provide clear case summary to on‑call provider to provide recommendation for level of care, as needed. Provide accurate and complete clinical documentation on screening to support decisions for appropriate level of care for each patient. Reach out and collaborate with Patient Access to schedule bed assignment. Apply good practice principles to job duties. Use good communication skills and tact to deal effectively with third‑party carrier representatives, professional staff members, Hospital management, and employees. Use common sense in situations and respond appropriately in all communication modes (body language, verbal) to each patient, regardless of his/her behavior. Maintain a calm attitude and create a conducive atmosphere in difficult situations. Work cooperatively and supportively with Hospital staff. Remain courteous and respectful to others during work interactions and be willing to work out problems on a one‑on‑one basis. Complete assignments and documentation on time. Take responsibility for and manage day‑to‑day problems, including implementation of treatment plans and completion of all documents. Complete other duties as assigned by the Intake Supervisor. Promote department goals and the Mission of Rogers Behavioral Health. Communicate goals to fellow staff members. Demonstrate measurable goal achievement. Maintain department policies and procedures. Include requirements and guidelines from external agencies (State of Wisconsin, Joint Commission). Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed. Demonstrate acceptance and training of student interns in the department, as directed. Demonstrate understanding of Joint Commission and other regulatory agency compliance regulations. Involve self in the learning and application of standards relevant to Admission Services. Participate in in‑services, seminars, and other meetings to increase involvement and awareness of regulations. Involve self in the education of other disciplines regarding Admission Services’ regulations. Conduct self in a professional manner. Demonstrate organizational skills that promote timely response to all inquiries and to task completion. Communicate with all individuals in a positive and professional manner. Attempt to resolve individual issues with peers in a positive, calm manner, with a focus on solution. Communicate concerns and provide solutions for same. Attend outside seminars to promote professional growth. Demonstrate a positive and professional attitude toward parties outside Rogers (patient families, visitors, vendors, etc.). Comply with the Hospital’s policies and procedures, including Human Resources, Infection Control and Employee Health policies and programs. Project a professional image by wearing appropriate, professional attire. Perform admission duties as follows: Verify insurance benefits on all patients and potential patients. Complete financial forms/statements for admits and explain these to the patients/guarantors. Complete insurance status forms and present them to the patients/guarantors. Secure deposits, as directed Perform patient registration Understanding of admissions paperwork and the ability to explain all forms to patients/guardians. Utilize e‑signature to complete admissions paperwork Communication and collaboration with admitting staff Audit compliance of admissions paperwork

SCHEDULE:

Tuesday & Friday 4pm-9pm and every other Saturday & Sunday 11am-9:30pm

Physical/Mental Demands:

Ability to be flexible with work assignments, including schedule changes, caseload volume changes, changes in required documentation, program additions, and changes in policy and procedure. Flexibility as to shifts and rotation of on‑call weekend shifts. Ability to work effectively with patients’ families, professional staff, and Hospital staff members. Ability to plan, control and direct all aspects of employee relations. Tact required to deal effectively with employees and professional staff. Logical thinking and discretion required to make decisions in initiating and implementing policies and procedures and standards. Must be detail‑oriented. Clerical abilities to keep records and files on referrals and referents. Ability to organize and coordinate admissions duties. Ability to systematically review documentation in detail and maintain accurate records. Ability to exercise good judgment in determining the correct course of action in admission procedures and to utilize independent thinking. Ability to assess appropriate levels of psychiatric care. Ability to maintain a cooperative, tactful, warm, courteous, respectful, and helpful attitude toward patients, families, referents, professional staff, and Hospital personnel at all times. Dependability, flexibility, and efficiency, possessing a positive attitude toward work at Rogers Behavioral Health. Work takes place primarily inside the hospital or other buildings on the Rogers Memorial Hospital campus. Physical requirements include lifting and carrying medical records, walking between buildings on campus, and occasional exposure to combative or aggressive patients. Verbal and hearing ability to interact with patients and employees. Ability to read and communicate through written, verbal and auditory skills. Numerical ability to maintain records and operate a computer. Physical and mental ability to perform job duties as verified by a physical exam by a licensed physician, per post‑employment physical.

Education/Training Requirements:

High school diploma or equivalent required. Bachelor’s degree preferred. American Heart Association CPR certification within thirty (30) days of hire. Bi‑annual re‑certification is required. Training in Nonviolent Crisis Intervention (NCI) within sixty (60) days of hire/transfer. Annual re‑certification is required. Mental Health experience preferred. Computer skills required, including word processing. Previous experience in insurance, billing preferred. Oconomowoc Only: Valid driver’s license preferred and must be granted insurable status by the Rogers insurance policy.

Oconomowoc Only:

Note: This position is only open to candidates in Oconomowoc. The System also includes Rogers Behavioral Health Foundation, which supports patient care, programs, and research; and Rogers InHealth, an initiative that works to eliminate the stigma of mental health challenges. https://rogersbhfoundation.org/

EOE/MFDV Equal Employment Opportunity and

Affirmative Action – Rogers Behavioral Health (rogersbh.org)

With a career at Rogers, you can look forward to a Total Rewards package of benefits, including:

• Health, dental, and vision insurance coverage for you and your family
• 401(k) retirement plan
• Employee share program
• Life/disability insurance
• Flex spending accounts
• Tuition reimbursement
• Health and wellness program
• Employee assistance program (EAP)

Through UnitedHealthcare, UMR and HealthSCOPE Benefits creates and publishes the Machine‑Readable Files on behalf of Rogers Behavioral Health. To link to the Machine‑Readable Files, please visit Transparency in Coverage (uhc.com)

ABOUT ROGERS BEHAVIORAL HEALTH:

Rogers Behavioral Health is a nationally recognized, not‑for‑profit provider of highly specialized psychiatric care. Rogers offers evidence‑based treatment for children, teens, and adults with OCD and anxiety, addiction, depression and other mood disorders, eating disorders, trauma, and PTSD. Backed by more than a century of experience, Rogers is leading the way on measurement‑based care and use of clinical outcomes. Rogers provides residential care and has three inpatient facilities located in southeastern Wisconsin. Rogers also offers outpatient services in a growing network of communities across the U.S. The System also includes Rogers Behavioral Health Foundation which supports patient care, programs, and research; and Rogers InHealth an initiative that works to eliminate the stigma of mental health challenges. For more information, visit rogersbh.org.

EOE/MFDV Equal Employment Opportunity – Rogers Behavioral Health