Intake Scheduling Coordinator
Intake Scheduling Coordinator
Posted on :
24-06-2025
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1 Vacancy
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Job Description
All are welcome! People of color people with disabilities and LGBTQIA individuals are strongly encouraged to apply!
Washburn Center for Children is a leading childrens mental health center caring for a wide variety of childrens needs associated with anxiety depression behavioral difficulties and trauma.
The 142-year-old nonprofit offers critical mental health intervention to help children - and their families - realize hope. Washburn Center for Children serves nearly 4800 children ages 0-18 and approximately 11000 family members each year. Washburn Centers three office locations Brooklyn Park Edina and Minneapolis serve the entire Twin Cities metro area. The nonprofit also offers in-home services and its school-based program serves 55 schools in the Eden Prairie Bloomington District 191 Columbia Heights and Minneapolis school districts.
The demand for therapeutic care has skyrocketed. Join our team to help children through the setbacks of life and create a better future. To learn more about how we do that work in homes schools and clinic-based services visit us online.
Washburn Centers Intake Coordinator works collaboratively with the rest of the Intake Team to welcome new children and their families to our services and conducts initial screening of clients to determine their mental health needs and required level of care. The Intake Coordinator also manages the registration procedures for clients and families. As an Intake Coordinator you will be the first point of contact for clients and families answering in-bound phone calls and making out-bound phone calls to schedule appointments. The Intake Department works collaboratively with program supervisors and clinical and administrative teams.
The schedule for this role is Monday - Friday 9 a.m. - 5:30 p.m.
Role Responsibilities
Washburn Centers Intake Coordinator works collaboratively with the rest of the Intake Team to welcome new children and their families to our services and conducts initial screening of clients to determine their mental health needs and required level of care. The Intake Coordinator also manages the registration procedures for clients and families. As an Intake Coordinator you will be the first point of contact for clients and families answering in-bound phone calls and making out-bound phone calls to schedule appointments. The Intake Department works collaboratively with program supervisors and clinical and administrative teams.
Client Intake Screening and Registration
Answer incoming phone calls in a timely and courteous manner.
Screen phone calls to determine the client meets eligibility requirements for the program.
Return voicemails within 24 business hours of receiving
Assist Supervisor with additional duties as needed
Communicate with agencies and partners to coordinate external referrals to Washburn.
Communicating sensitively with families about vulnerable information that may be difficult to hear while still collecting the information necessary to assess the clients mental health needs.
Maintaining data privacy and HIPAA regulations while interfacing with many different people involved in a clients life and upholding the responsibility of mandated reporting.
Responding to families and external referents within 24 business hours of receiving an online web request.
Manage initial assigning and scheduling of intake appointments.
Sharing resources with families if they do not meet eligibility requirements for our programs.
Perform preliminary insurance verification for both public and commercial insurance.
Coordinate with program supervisors for determination on case assignments as necessary.
Facilitate interpreter services as needed.
Maintain working knowledge of all Washburn clinical programs
Communicating effectively at all levels.
Escalating issues appropriately.
Waitlist Management and Scheduling
Make outgoing calls to clients on waitlist to get scheduled for services
Filling scheduling intake requests at the percentage indicated in team/individual performance goals
Weekly Waitlist Maintenace
Work collaboratively with program supervisors and administrative staff to schedule initial intake appointments for clinicians to meet client needs and agency goals.
Send out new client paperwork and/or benefit information in advance of the first appointment.
Community and Internal Collaboration
Maintain resource notebook and ongoing engagement with community resources and agencies to stay up to date with other agencies programs and capacity.
Provide assistance to the Program Support team as needed.
Provide assistance to the Front Office team as needed.
Attend scheduled meetings as required.
Work collaboratively with the rest of the Intake Team
Participate in Intake Team meeting discussions and activities
Position Competencies
Excellent organizational skills and detail oriented
Very good written and oral communication skills
Maintain confidentiality and ensure that HIPAA and data privacy requirements are followed
Utilize critical thinking skills and the ability to make decisions in a fast-paced environment.
Actively contributing to the Intake Team to complete tasks and meet team goals.
Promoting a positive and cooperative team dynamic
Intake Scheduling Coordinator Qualifications
- A high school diploma or GED equivalent is required; a Bachelors degree is preferred
- At least 1-3 years of experience working in an office environment providing administrative support
- Experience working in a clinic is preferred
- Phone experience is required
- Excellent organizational skills including attention to detail and managing multiple tasks
- Self-motivated and independent while able to work with supervisors staff and clinicians across the agency
Salary Bracket: $18 - $21 per hour (Salary is based on several factors including but not limited to licensure work experience and education)
BENEFITS at WASHBURN:
Washburn offers benefits to Full-Time benefit eligible employees comprehensive Dental Vision Health Life and Long-term disability insurance. Additionally we offer a 403b retirement plan and a flexible benefit option (FSA).
Vacation: Paid Vacation accrues at 10 hours of vacation per month - up to 15 days / 120 hours annually.
Sick Leave: Paid sick leave accrues at 6.68 hours of sick per month - up to 10 days / 80 hours.
Holidays: There are 2.5 days/20 hours of floating holidays per year in addition to the eight standard holidays.
***Please note that Internships Part-Time (less than 30 hours/week) and Temporary positions are NOT eligible for all of Washburn Centers benefits***
Washburn Center for Children is an EEO/AA employer: women minorities people with disabilities people that hold different gender identities and expressions and veterans are encouraged to apply. Cultural responsiveness and advancing equity are essential to achieving our mission. Our core values guide how we actively heal learn and work.
To learn more about life at Washburn and how we work togethervisit us online.
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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