Intake Specialist
Intake Specialist
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Job Description
Job Details
Description
Position Summary:
The Article 16 Intake/Scheduling Specialist plays a critical role in ensuring timely and accurate coordination of clinical services for individuals with intellectual and developmental disabilities. This position is responsible for managing incoming referrals verifying eligibility scheduling initial and ongoing appointments and facilitating communication between clinical teams care managers and residential/day program staff. The role requires regular travel across various sites to support on-site intake meetings gather documentation and strengthen program partnerships.
Primary Responsibilities and Essential Functions of Position:
Serve as the primary point of contact for all new referrals to Article 16 services
Review and verify referral documentation in accordance with OPWDD requirements
Schedule initial evaluations re-evaluations and recurring therapy sessions across multiple locations
Maintain and update the ongoing schedule for each clinician ensuring real-time adjustments for cancellations no-shows and rescheduling needs
Follow up with families care managers and program staff to rebook missed appointments or confirm future sessions
Track and document all scheduling changes within the EHR system scheduling system and internal logs
Communicate proactively with clinicians to optimize availability and minimize disruptions to care
Travel to day programs residences and clinic sites to support intake appointments and gather required documentation
Collaborate with the clinical team to ensure smooth transitions from intake to ongoing treatment
Perform general administrative tasks such as faxing scanning appointment reminders and data entry
Monitor scheduling trends and provide reports on service utilization and missed appointments
Undertake any additional tasks and initiatives as assigned by the AVP and/or Senior Vice President of Operations.
Please note that this job description can be amended at any time due to changing agency and program needs.
Qualifications
- Associates degree or equivalent required.
- Bachelors degree from four year college or equivalent preferred.
- 2 years of experience in a clinical healthcare or developmental disabilities setting.
- Familiarity with Article 16 clinic operations and OPWDD services preferred.
- Strong organizational communication and problem-solving skills.
- Ability to work independently and manage a high volume of referrals and appointments.
- Proficiency in Microsoft Office EHR platforms and scheduling software.
- Valid NYS drivers license and willingness to travel between multiple program sites as needed.
Benefits
What we offer once YOU join our growing family:
At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:
- Rewarding Work in a team environment.
- Paid vacation sick personal days and holidays.
- 403(B) retirement plans with employer contribution.
- Health dental vision and life insurance.
- Employee Assistance Program (EAP).
- Flexible spending account (Dependent Care Medical Parking and Transit).
- Employee Appreciation Programs and Events.
- Tuition Assistance Program.
- Professional Development opportunities.
- Gympass Discount
- Verizon Wireless Discount.
- BJs Membership discount.
- Discounts on Broadway tickets movie tickets theme parks sporting events gift certificates & more
HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process please reach out to
About HeartShare
Who WE ARE:
For over one hundred years HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team now 2100 employees and growing helps individuals develop to their fullest potential and lead meaningful and enriched lives. Tolearn more about HeartShare please visit our website follow us onTwitterLinkedInYouTubeInstagramFacebook
Required Experience:
Unclear Seniority
Employment Type
Full-Time
