INTAKE COORDINATOR/OFFICE MANAGER

Purpose: This position is responsible for assisting in Epworth’s Psychological Services outreach and intake efforts while also supporting the areas of client information/data, technology, and billing support. This position will serve as the primary contact between the community and the agency for potential referral for services, identify referral questions to be addressed, schedule appointments, provide orderly management for intakes, and be responsible for administrative office work. In addition, this employee assists in developing and implementing an overall outreach plan for the purpose of developing new referral sources and maintaining current referral sources for the Psychological Services Program.

 

This position demonstrates commitment to the mission, vision, and values of the agency by engaging in respectful, cooperative relationships with customers (i.e., clients, employees, and external stakeholders); being accountable for providing services and ensuring safety to customers while empowering customers in achieving the agency’s mission.

 

Essential Duties & Responsibilities include the following: (Other duties as assigned.)

 

• Greet all clients/families in the Psychological Services office/ building to direct them to the appropriate staff. Assist clients/ families in completing all necessary paperwork or documentation related to their psychological evaluation or testing.
• Manage, support, and refer clients/ families calling Psychological Services and requests for information about program services and eligibility
• Assess and determine the potential client’s appropriateness for Psychological Services. Determine referral questions/issues to be addressed in the assessment, current risk level, and appropriate support services.
• Provide case management to clients/families as appropriate and needed. Refer potential referring client to community resources as appropriate
• Manage the program's appointment list, including entering new client information in the database, updating the database as needed, and communicating with clients/families on appointment times to assess their continued need.
• Assist in developing and implementing outreach for the program in the community to educate the community regarding the program and to develop new collaborative relationships with community agencies and new referral sources
• Participate in marketing and outreach activities, including resource fairs and meetings with ongoing and potential new referral sources
• Maintain and develop strong working relationships with appropriate community agencies
• Responsible for managing billing in conjunction with the Director. Maintains credit card receipts and reconciles monthly bank statements with accounting as necessary
• Responsible for coordinating client records. Filing documents, sending out reports as appropriate, distributing reports to appropriate parties, and closing client records. Maintains long-term storage of charts and handles shredding responsibilities at appropriate times
• Assist in preparing for audit/site visits from funders and accrediting bodies
• Participate in staff training and orientation for new staff as assigned by supervisor
• Participate in interviews with new potential staff
• Support employees with basic computer, copier, cell phone, and phone training and troubleshooting
• Manage all program administrative support needs related to office supplies, building supplies, and equipment
• Serve on the safety committee and complete building safety inspections and drills for the Psychological Services offices/buildings
• Adhere to policies and procedures, inclusive of, but not limited to, attendance, program/department specific procedures, workplace safety, training requirements, code of conduct, social media, and confidentiality
• Develop cooperative relationships with all staff and clients; implement strong customer service skills and render effective services in a timely manner to support the agency’s mission

 

Supervisory Responsibilities: None

Salary: $42,000.00

Education and/or Experience: Master’s Degree in psychology, social work, or counseling, with experience in marketing, business, or communications. License or license-eligible in Missouri. Minimum of two years’ experience working with at-risk populations, providing clinical services to children and families. Knowledge of community organizations and resources. Culturally competent and able to work with diverse populations from a variety of backgrounds.

 

Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers, clients, and/ or the general public. Have good judgment and assessment skills with the ability to make decisions independently and free of personal bias. Ability to communicate effectively and efficiently orally and in writing.

 

Reasoning Ability: Ability to define and solve practical problems, collect data, establish facts, and draw valid conclusions. Ability to deal with several abstract and concrete variables. Ability to work independently and autonomously to complete work. Ability to be organized and meet deadlines with minimal direction.

 

Computer Skills: E-mail, Microsoft Word, and Microsoft Excel.

 

Physical Demands: While performing the duties of this job, the employee is regularly required to communicate effectively. Employee must sit or stand at a computer terminal or desk, with light walking and lifting of items under twenty-five pounds.

Work Environment: Most of the work is performed in an office setting. The employee may need to travel from one location to another on an as-needed basis. Evenings and weekends may be required on a need basis for community outreach.

 

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily, as well as possess the skills and meet the demands outlined in this job description. Upon an individual’s request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties and responsibilities, or related to the skills and demands outlined herein. Epworth will determine if a reasonable accommodation can be made.

 

Employee acknowledges and understands that Epworth reserves the right to modify the contents of this job description or to assign alternate/additional duties/responsibilities. Nothing in this job description is intended to alter the at-will nature of employees’ employment at Epworth.