• Job Description

  Req#: 516724

  
  

  The Client Intake Coordinator is responsible for delivering the high level of customer service while assisting all clients in a timely manner. They are responsible for creating seamless care transitions throughout the client’s journey through services at Caravel. The Client Intake Coordinator will also be responsible for the scheduling of all diagnostic appointments with our psychological services team and initial touchpoint meetings with Caravel Clinic Directors. This role will possess excellent communication and organizational skills along with the ability to multi-tasking and use critical thinking while speaking with clients on the telephone and data entering information into Caravel’s technology systems.

  Primary Responsibilities :

  1. Engages in activities to support our mission: We Change Lives. Abides by our values of advocacy, clinical commitment, operational excellence, passion, professional development, and teamwork.
  2. Responsible for customer relations management including inputting data into required databases, client registration, and maintaining records for clinical services in an accurate and timely manner, ensuring coordination of appropriate services.
  3. Provides a general overview of Caravels mission, values, services and therapy provided to all inquiries and prospective clients.
  4. Schedules all diagnostic appointments to include updating the diagnosticians’ schedule with intake activity.
  5. Provides the organization with necessary information through the accurate and consistent collection of administrative data and effective communication to provide continuous quality care for clients.
  6. Uses internal standards of work while processing all prospective clients during client intake registration. Communicates with families, clinical and leadership staff, practitioner’s offices, and other stakeholders to keep them informed about clients in the intake process.
  7. Collaborates with authorization team for benefit verification and authorization for services.
  8. Maintains information on community resources and options for care and disseminates as needed.
  9. Identifies opportunities for improvement and collaborates with others to make positive changes in the development, documentation and implementation of processes related to intake and starting services.
  10. Adheres to Caravel Autism Health policies and procedures, maintains strictest confidentiality; and adheres to all HIPAA guidelines/regulations.
  11. Accountable for performance results as measured by Key Process Indicators (KPIs).
  12. Consistent and regular attendance is a requirement of the position.
  13. Responding to initial inquiries high level educating on Caravels mission, values, services/therapy

  Non-Essential Functions/Other Duties :

  1. Performs other duties as assigned

  Supervisory Responsibility : Not applicable.

  Travel Required : Seldom.

  Physical Demands :

  This is largely a sedentary role, with frequent sitting and computer keyboarding required. Employee will be required to sit, talk, hear, type and write. Occasional bending, squatting, stooping, and lifting (up to 35 pounds) are required.

  Qualifications :

  Education:

  • High school diploma or equivalent
  • At least an Associates Degree or Bachelor’s Degree preferred.

  Experience:

  • At least one year comparable experience working with clients and/or families in a medical or therapeutic setting.
  • Previous knowledge and/or experience working with individuals on the Autism Spectrum, or in an ABA therapy setting.
  • Previous experience working in a medical office environment, including insurance processes, is a plus.
  • Previous call center experience preferred.
  • Previous Customer Relations Management software experience preferred.

  Skills and Competencies:

  • Strong keyboarding and computer skills to include MS Office (Word, Excel, PowerPoint and Outlook).
  • Excellent verbal and written communication skills, with a pleasant, professional, and helpful demeanor and voice. Displays professionalism and represents organization in a professional manner.
  • Fluency with web-based Customer Relations Management and engagement tools for digital marketing, inquiry response, lead qualification and client acquisition.
  • Experience working with office machines (computers, phones, copiers, postage machines, fax machine, etc.).
  • Ability to multi-task, work independently with minimal supervision.
  • Strong organizational skills, with the ability to multi-task and meet deadlines.
  • Strong attention to detail.
  • Excellent analytical and problem-solving abilities, with strong initiative.
  • Exemplary customer service focus, with both internal stakeholders and external clients.
  • Strong team player, with the ability to work cooperatively with others.
  • Ability to abide by ethical guidelines and policies, including strict adherence to confidentiality and HIPAA guidelines.

  Other:

  • Must be 18 years old or older.
  • Every Caravel employee is expected to maintain Confidentiality, Integrity, and availability (CIA) with reference to PHI and PII data of patients, parents, employees, and vendors. It is the responsibility of each individual employee to protect and inform data breaches immediately to the Security & Compliance Officer’s.
  • If any of the CIA policies are not adhered to, action will be initiated as per HR policy.

• About the company

  Caravel Autism Health provides early intervention to treat signs and symptoms of autism. We serve families in Minnesota, Wisconsin and Illinois.

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