Job Description

This position assists the Intake department in day-to-day processing of referrals and coordination of admissions for all levels of care.

Essential Duties and Responsibilities

• Screens phone calls regarding referral process, waitlist status, and other general admission inquiries.
• Demonstrates strong, trauma-informed, professional communication techniques at all times.
• Maintains the Intake fax folder, email inbox, and distributes messages and items to the Intake Manager and Intake Coordinators or the appropriate staff.
• Processes documents and uploads them to the electronic record.
• Enters new referrals into the electronic record, makes first contact for phone interviews, and distributes information to the appropriate Intake Coordinator.
• Assists with organizing and faxing admission notifications to Managed Care Organizations.
• Assists the Intake Manager with coordination and scheduling of all external agency presentations.
• Assists in completing filing/organizational tasks for the Intake department.
• Prepares Intake Assessments for Intake Coordinators.
• Completes Intake Assessments as needed and upon completion determines level of care by completing the LOCADTR assessment tool.
• Ensures thorough completion of all required documentation necessary for admission.
• Completes the unique admission process for Unity House for Intake Coordinator review and subsequent reviews by the Quality Assurance Manager.
• Sends admission instructions to referring agencies for residents admitting to programs, and ensure they are received and understood.
• Sends admission packets to internal sites for residents admitting to programs, and ensure they are received.
• Requests court orders from Drug Court/Mental Health Court, etc. for residents that are court mandated to treatment and know the vernacular that needs to be included in a court order request.
• Monitor discharges from internal sites via the Friday Weekly Report to aid in filling vacancies in a timely, efficient manner to help maintain a utilization rate above 90% at each program.
• Sends fee agreement to referring counselors for residents to review, sign and send back to the Intake Department.
• Primarily responsible for completing the Thursday Weekly Report, which is sent to all internal sites for review regarding pending admissions.
• Actively working towards a credential such as CASAC, LMSW, LMHC, and/or completes clinical trainings to aid in utilizing Trauma Informed Care and Cultural Competency when interacting with applicants.
• Annually completes dead-filing process and maintains accurate dead-filing spreadsheet for resident charts in the Intake Department.
• Maintains accurate waitlists through the OASAS website for assigned sites.
• Completes HERDS reporting through the Health Commerce System.
• Provides referral contact information for referred applicants that are in need of a higher level of care.
• Provides ancillary treatment options to referring counselors when applicants have been deemed inappropriate for treatment with CRSI, in order to coordinate care.
• Mindful of and integrates Trauma-Informed Care and its five principles in all duties and interactions with fellow staff, residents, and external partners.
• Maintains compliance with all required rules and regulations, including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others.
• Ensures that all job-related requirements are met.
• Regular attendance at work location.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Other duties may be assigned.

Requirements

• A minimum of an Associate’s Degree in Human Services or related field; Bachelor’s Degree preferred.
• A minimum of six months’ work experience in Substance Use, Behavioral Health, or Human Services field. Intern experience will be considered.
• In addition, the qualifications above, a valid New York State driver’s license is required.