The job position of an intake coordinator is usually available in multiple industries including correctional facilities, non-profitable organizations, medical facilities such as health clinic, hospital or doctor's office where he/she provides assistance to the patients for getting the doctor's appointment, pre-certification, admissions and inquiries from insurance companies. He/she has to spend most of his/her working hours at the desk for conducting one-on-one with patients to assist in expediting the paperwork formalities of the health care facility. He/she is the first point of contact for primary referral sources (generally families of patients) and helps them in navigating and understanding the often complicated system of supports as well as services. Since they have to confront the client in need of services on a daily basis, having good communication skills is one of the essential aspects of performing their job duties efficiently. In general terms, it can be said that intake coordinator responsibilities are based on providing services in medical facilities.
Work Nature and Job Outlook
These health care personnel work at a desk or counter to take entry of the patients for appointments, medical procedures and admitting the patients. Mostly, their routine tasks involve interviewing patients, entering data into the computer, receiving phone calls and enquiring to insurance service providers and companies. Their work hours may vary depending on the organization they are working in. Due to the aging population and increasing need for health care facilities, job prospects in the medical sector are good.
Major Areas of Accountability
An intake coordinator has to carry out certain responsibilities which include:
Typical Job Functions
Typical work activities of an intake coordinator comprises of three types of duties:
Filing Duties
This coordinator forwards information of each client to the case manger or concerned department and may file it for further assessment. This filing duty is essential, so that the initial details can be easily found and procured by others when needed. Some of this database must be entered into the computer system so that the concerned department or case manager can access it remotely. In case the details entered into the computer requires verification or is questioned, the hard copy is filed. To perform all these activities, being computer literate with proficiency in required skills of using the computer is essential.
Assignment Duties
These representatives overview the intake application forms and assign the clients to a case worker or a branch of service that meets the desired requirements. In a homeless shelter, these individuals assign a room or bed, then determine the availability of other related services of the shelter and help the client in taking further steps. This may include job training, finding a job, housing or supplying a food source (food bank). Coordinators who work in a health facility collect medical information and assign the client to a physician or doctor.
Documentation Duties
This representative initially interviews a client to collect the entire details essential to document and advise regarding the required services. This initial consultation determines the available services for the clients. He/she collects personal details to make certain that the individual meets the criteria for receiving services and finding out the suitable case manager that fits the requirement of the client. As a part of this documentation process, the coordinator confirms the collected details from the client and may utilize other resources to collect the information about them.
Education, Training and Other Qualifications
Most doctors' offices, health clinics and hospitals require an intake coordinator who has qualified at least an associate degree in medical office management, medical staffing, data entry or related field. Qualifying the certification program offered by the Professional Association of Health Care Office Managers can also be beneficial for making a career in this field. Candidates looking for progression to administrative management levels should qualify a bachelor's degree program in health care administration or in equivalent discipline.
All facilities that require or employ intake coordinators have their own regulations and procedures. These health care personnel are often trained on the job along with other intake coordinators or managers to get knowledge of specific tasks and skill sets required to perform their functions. Usually, these officials need to be proficient in using computers for data entry; they must have knowledge of Microsoft Excel, Word, Adobe and experience of working with database management. They should be familiar with essential medical procedures and terms since they work closely with the patients. These professionals should possess a level of patience and, a pleasant demeanor essentially with a high level of problem solving skills. Being aware of federal indicators, local and state procedures in addition to flexible and detailed oriented is required.
So it can be considered that performing intake coordinator responsibilities require knowledge of certain medical terms and proficiency in implementing them.
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