Lead Intake Specialist

CCAV; Lancaster (CA); On-site; USD 36,000 - 38,000; Full time

Job summary

The Lead Intake Specialist at TAY Drop-In Administrative in Lancaster, CA, oversees front desk operations, client intake, and electronic health record management to support smooth daily service delivery and HIPAA-compliant practices.

You will train staff, manage referrals, and assist with admissions to ensure a positive client experience while meeting program census goals. Standard hours with occasional evenings/weekends apply.

Qualifications

• Bachelor’s degree or equivalent hands-on administrative/intake experience.
• Experience with EHR software (Exym, SRTS or NAPPA) preferred.
• Proficiency in Excel/Google Sheets; strong organizational and communication skills.
• Familiarity with HIPAA and administrative policies.

Responsibilities

• Coordinate front desk staff shifts and coverage.
• Onboard new front desk personnel.
• Track attendance and submit records to management.
• Update provider caseloads in the NAPPA system and flag availability changes.
• Prepare weekly/monthly intake reports.
• Monitor daily no-show lists and close out accounts in SRTS/Exym per guidelines.
• Draft HIPAA-compliant agency social media posts with outreach team.
• Respond to inquiries immediately by phone, email, and walk-ins.
• Facilitate admissions decisions and ensure positive client experience.
• Meet census goals by coordinating patient flow through programs.
• Ensure proper completion and distribution of paperwork.
• Meet with family on admission day and prepare resources.
• Communicate admission criteria to referral sources and families.
• Document client data for appropriate placement.
• Follow up on inquiries not yet admitted.
• Assist with admissions, discharge, transfers with Program Manager I.
• Perform other duties as assigned.

Skills

Excel/Sheets

Organizational skills

Communication skills

Education

Bachelor’s degree or equivalent administrative/intake experience

Tools

Exym

SRTS

NAPPA

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Lead Intake Specialist

TAY Drop-In Administrative Lancaster, CA, US

4 days ago Requisition ID: 1025

Salary Range: $26.20 To $27.77 Annually

Lead Intake Specialist

Department: Clinical

Reports to: Program Manager

FLSA Status: Non-Exempt (Full-time)

Salary Range: $26.20 - $27.77 per hour

Position Summary

The Lead Intake Specialist is responsible for managing front desk operations, coordinating client intake processes, and providing administrative support to ensure efficient daily operations. The Lead Intake Specialist performs quality assurance reviews of intake documentation, maintains electronic health record and scheduling systems, prepares operational reports, and ensures compliance with agency policies and HIPAA standards.

Additionally, this position assists with staff onboarding, system maintenance, and cross-functional administrative support to promote high-quality client services and organizational efficiency. The Lead Intake Specialist triages referrals in order to ensure that emergency cases are seen by clinicians as soon as possible and to determine the most appropriate provider among an array of both internal service providers and partner agencies.

Essential Duties and Responsibilities (Included but not limited to):

• Coordinate Coverage: Schedule front desk staff shifts and promptly resolve any coverage gaps
• Train Staff: Onboard new front desk personnel on phone, scheduling, and office protocols
• Intake & Data Management: Track Attendance and submit records to management
• Monitor Capacity: Update provider caseloads weekly in the NAPPA system and flag availability changes
• Process Intake Reports: Prepare weekly/monthly summary reports tracking referrals, intakes, and no-shows
• Manage Accounts: Monitor daily no-show lists and close out accounts in SRTS and Exym per guidelines
• Support Outreach: Draft HIPAA-compliant agency social media posts in coordination with the outreach team and conduct outreach
• Assess inquiries and respond to referrers immediately. Ensure an immediate response to phone, email, and walk-in inquiries and referrals
• Facilitates admission decision and ensures positive admission experience for the client and family
• Meets census goals by working with the center's program team to coordinate customer flow into and through the different programs
• Ensures proper completion, signing, and distribution of paperwork
• Meets with family and clients on the day of admission and ensures appropriate preparation of resources
• Communicates admission criteria to referral sources, clients, and families
• Ensures comprehensive gathering and documentation of client data, which will enhance appropriate placement within the agency
• Conducts follow-up on all inquiries that have not yet been converted to admissions
• Works with the Program Manager I and appropriate staff to ensure consistent, effective admissions, discharge, and transfers
• Performs other duties and responsibilities as assigned

Education and Experience

• Required Education: Bachelor’s degree in a related field OR equivalent hands-on administrative/intake experience
• Systems: Prior experience with EHR software (Exym, SRTS, or NAPPA) is highly preferred
• Skills: Proficiency in Microsoft Excel/Google Sheets, excellent organizational habits, and strong professional communication skills
• Required Tools, Systems Used EHR, & State Systems: Exym, SRTS, NAPPA

The work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Noise Level: The noise level in the work environment is usually moderate

Work Hours: Usually standard business hours, but some evening and weekend hours, as needed

Physical Requirements

• Frequently sit, stand, walk, stop, kneel, and crouch, regularly talk and hear
• Frequently use hands, and fingers to handle or feel
• Occasionally lift or move up to 25 pounds
• Specific vision abilities required include close vision, distance vision, color vision, and peripheral vision
• Depth perception and the ability to adjust focus
• Ability to drive surface streets and highways

This description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of duties, responsibilities, and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties and responsibilities at any time.