Office Manager / Intake Coordinator

Health Management Systems of America; Kentucky; On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

12 paid holidays

Paid vacation time

12 paid sick days

Medical insurance through Blue Care

Job summary

Health Management Systems of America (HMSA) is seeking an Office Manager / Intake Coordinator to support an outpatient behavioral health clinic. You’ll be a key contact ensuring smooth access to services from initial intake through scheduling and ongoing communication.

You will oversee front-office operations, coordinate intake, verify eligibility, manage referrals, and maintain HIPAA/CARF compliance while supporting clinical, billing, and administrative teams.

Qualifications

• Strong communication, organization, and customer-service skills.
• Ability to maintain professionalism and confidentiality with sensitive information.

Responsibilities

• Oversee daily front-office operations, workflow, scheduling, and office coverage.
• Coordinate client intake and admissions activities.
• Conduct initial intake screenings and collect demographic and required documentation.
• Schedule intake assessments, psychiatric evaluations, therapy appointments, and follow-up visits.
• Verify insurance eligibility, including Medicaid status and CHAMPS requirements when applicable.
• Coordinate referrals with PIHPs, CMHSPs, hospitals, courts, probation, MDOC, and other community referral sources.
• Assist with prior authorization and eligibility verification.
• Maintain waitlists and document client outreach efforts.
• Answer incoming calls, respond to inquiries, and route communications appropriately.
• Greet clients, visitors, referral partners, and vendors with professionalism and respect.
• Coordinate communication between clinical, medical, billing, and administrative teams.
• Support administrative reporting, audits, compliance tracking, and organizational procedures.
• Maintain accurate documentation within the electronic health record.
• Protect client confidentiality and support compliance with HIPAA, 42 CFR Part 2, Medicaid, PIHP, and CARF requirements.

Skills

Communication

Organization

Customer service

Education

High school diploma or GED

Associate degree in healthcare admin / business / behavioral health

Tools

Electronic Health Records

Insurance verification

Job description

Health Management Systems of America (HMSA) |

Are you organized, people-focused, and someone who knows how to keep an office moving while making every person who walks through the door feel welcomed?

Health Management Systems of America (HMSA) is looking for an Office Manager / Intake Coordinator to support our outpatient behavioral health clinic. This is a highly visible role for someone who enjoys combining organization, customer service, healthcare administration, and meaningful work.

You’ll be one of the first points of contact for the people we serve and will play an important role in making sure clients can access services smoothly—from their first call and initial intake through scheduling, documentation, and ongoing communication.

What You’ll Do

In this role, you’ll help keep the day-to-day operations of the outpatient clinic organized, efficient, and welcoming. Responsibilities include:

• Oversee daily front-office operations, workflow, scheduling, and office coverage.
• Coordinate client intake and admissions activities.
• Conduct initial intake screenings and collect demographic and required documentation.
• Schedule intake assessments, psychiatric evaluations, therapy appointments, and follow-up visits.
• Verify insurance eligibility, including Medicaid status and CHAMPS requirements when applicable.
• Coordinate referrals with PIHPs, CMHSPs, hospitals, courts, probation, MDOC, and other community referral sources.
• Assist with prior authorization and eligibility verification.
• Maintain waitlists and document client outreach efforts.
• Answer incoming calls, respond to inquiries, and route communications appropriately.
• Greet clients, visitors, referral partners, and vendors with professionalism and respect.
• Coordinate communication between clinical, medical, billing, and administrative teams.
• Support administrative reporting, audits, compliance tracking, and organizational procedures.
• Maintain accurate documentation within the electronic health record.
• Protect client confidentiality and support compliance with HIPAA, 42 CFR Part 2, Medicaid, PIHP, and CARF requirements.

These responsibilities reflect the operational, intake, referral, customer-service, and compliance duties in the HMSA job description.

What We’re Looking For

You may be a great fit if you are dependable, organized, compassionate, and comfortable balancing multiple priorities in a fast-moving healthcare environment.

Required

• High school diploma or GED.
• Strong communication, organization, and customer-service skills.
• Ability to maintain professionalism and confidentiality when working with sensitive information.

Preferred

• 1–3 years of administrative experience in behavioral health, healthcare, substance use disorder treatment, or a medical office.
• Associate degree in healthcare administration, business administration, behavioral health, or a related field.
• Experience working with mental health and/or substance use disorder populations.
• Experience with electronic health records and insurance verification.
• Knowledge of Michigan Medicaid, PIHP systems, or CHAMPS.
• Experience in a CARF-accredited or Medicaid-funded environment.
• Bilingual abilities are a plus.

Why Join HMSA?

We believe the people doing meaningful work should have meaningful support, too. HMSA offers a comprehensive benefits package designed to support your health, well-being, time away from work, and continued professional growth.

Our benefits include:

• 12 paid holidays
• Paid vacation time
• 12 paid sick days , with up to 6 days available for personal business
• Medical insurance through Blue Care Network
• Dental insurance
• Vision insurance
• Employer-sponsored group life insurance
• Short-term disability coverage
• Flexible Spending Account (FSA)
• 401(k) retirement plan
• Employee Assistance Program (EAP) services
• Employee wellness program
• Education and certification allowance
• Opportunities for continued professional development and growth

Health Management Systems of America is an Equal Opportunity Employer.