Intake Specialist

Council on Aging Southern California; Irvine (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

The Council on Aging-Southern California in Irvine seeks an Administrative Coordinator to support the Behavioral Health and Wellness Department. You will screen inquiries, assist with enrollment, and maintain client records in the EHR while coordinating with clinical staff.

Ideal candidates hold a BA in Health Administration or related field, are bilingual English-Spanish, and have experience with Medi-Cal or EHR systems.

Qualifications

• Bachelor's degree in Health Administration, Public Health, Human Services, Education, Gerontology, or related field or equivalent experience.
• Bilingual English-Spanish preferred.
• Medi-Cal-based program experience desired.
• Outstanding written and verbal communication skills.
• Ability to build trust with participants and referral partners.
• Ability to work with diverse populations in a team setting.
• Proficiency with Microsoft Office (Excel, Word, Scheduling, Outlook).
• Proof of eligibility to work in the United States.
• California driver’s license, insurance, reliable transportation to community appointments.
• Live Scan background check required.

Responsibilities

• Field initial inquiries and explain program services.
• Screen participants for eligibility and complete intake assessments.
• Facilitate enrollment and document in the EHR and databases.
• Present new intakes to the Clinical Manager for assignment.
• Maintain accurate client records and call logs.
• Prepare welcome letters and packets for clients.
• Prepare reports for team meetings and monitoring.
• Assist with Medi-Cal enrollment program tasks.
• Coordinate appointment sites and enrollment with Enrollment Specialists.
• Refer participants to internal programs and community services.
• Schedule meetings, trainings, and presentations.
• Document activities and outcomes in reporting tools.
• Perform other duties as assigned.

Skills

Communication skills

Rapport building

Time management

Teamwork

Education

BA in Health Administration or related field

Tools

Microsoft Excel

Microsoft Word

Outlook

Scheduling

Electronic Health Records

Job description

Description

The Council on Aging-Southern California is a private, nonprofit corporation, serving older adults and individuals with disabilities in Orange County since 1973. The Council mission is to promote the independence, health, and dignity of older adults through compassion, education, and advocacy.

The Behavioral Health and Wellness Department (BHWD) provides an integrated continuum of services that promotes health, wellness, and independence among older and vulnerable adults in Orange County. Through Enhanced Care Management (ECM), Friendly Visitor, Medi-Cal Enrollment, and ReConnect EISOA, the department addresses complex healthcare and behavioral health needs, social isolation, benefits access, and resource navigation through culturally and linguistically responsive services.

Position Objective:

Facilitate access to Behavioral Health and Wellness services through participant screening, intake, enrollment, and referral coordination. Maintain accurate client records and provide administrative support to ensure efficient program operations.

JOB FUNCTIONS (including but not limited to):

• Field initial inquiries and explain program services.
• Screen participants for eligibility and complete initial intake assessments, confirming healthcare coverage, authorizations, and other program requirements.
• Facilitate enrollment and record required documentation in the Electronic Health Record (EHR) and other applicable databases.
• Present new intakes to the Clinical Manager for assignment to the clinical team.
• Keep client records, call logs, and intake tracking accurate and current.
• Prepare and distribute client’s welcome letters, welcome packets, and folders.
• Prepare reports for team meetings and bi-monthly program internal monitoring.
• Assist with Medi-Cal claims billing tasks as directed by the Quality Control Manager.
• Schedule Medi-Cal Enrollment Program (MEP) appointments with Enrollment Specialists, help coordinate sites, and assist with enrollment as assigned.
• Refer participants to internal programs and community services based on their needs.
• Set up and support meetings, trainings, and presentations.
• Document activities and outcomes in the designated reporting tools.
• Perform other duties as assigned by the supervisor.

Requirements

Qualifications:

• A BA in Health Administration, Public Health, Human Services, Education, Gerontology, or a related field, and/or relevant experience in these fields.
• Bilingual English-Spanish preferred.
• Medi-Cal-based program experience desired.
• Outstanding communication skills both writing and verbal.
• Ability to develop a sense of trust and rapport with program participants and referral partners.
• Ability to work effectively with diverse populations and in team settings.
• Ability to work independently toward established goals while managing time efficiently in a fast-paced environment.
• Proficient in modern office practices including Microsoft excel, word, scheduling, and outlook software.
• Proof of eligibility to work in the United States.
• Electronic Health Records experience preferred.
• A valid California driver’s license, proof of current vehicle insurance, reliable transportation and the ability to transport oneself and the participants to scheduled appointments in the community.
• Submit to and successfully complete a Live Scan fingerprinting background check.

WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by the employee to successfully perform the functions of the job. Reasonable accommodations will be made to enable individuals with disabilities to perform this job. While performing the duties of this job the employee will be required to sit for periods of time. Standing, walking and bending are required movements. The employee might need to lift approximately 20 lbs.

CONDITIONS OF EMPLOYMENT:

The ability to transport oneself to needed appointments with reliable transportation is required.

EQUAL EMPLOYMENT OPPORTUNITY:

The Council on Aging – Southern California is committed to a policy of equal employment opportunity. All qualified applicants will receive consideration for employment without regard to race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status.