Job Description
The Intake/Records Specialist serves as the first point of contact for individuals seeking services in an adult Intensive Outpatient Program (IOP).This role is responsible for coordinating client intake, maintaining accurate and compliant medical and behavioral health records, and providing administrative support to clinical staff.The Intake/Records Specialist ensures a smooth onboarding process for clients and maintains strict confidentiality in accordance with HIPAA and agency policies.Key Responsibilities:Intake and Client Coordination Conduct initial intake assessments and screenings for adult IOP clients.Schedule appointments and coordinate client admissions in alignment with program availability.Gather and verify client demographic, insurance, and clinical information.Provide clients and families with program information, orientation, and policies.Communicate effectively with clinical staff regarding new admissions and client needs.Records Management Maintain accurate and up-to-date electronic and paper medical/behavioral health records.Ensure compliance with HIPAA, state, and federal regulations regarding client confidentiality.Track and manage required clinical documentation, consents, and releases of information.Prepare charts and records for clinical staff, audits, and regulatory inspections.Administrative Support Respond to client inquiries via phone, email, and in-person interactions.Coordinate referrals to internal and external programs or community resources.Enter, update, and maintain client data in electronic health record (EHR) systems.Generate reports as requested by management or clinical staff.Support quality assurance initiatives related to intake and records processes.Professional Expectations Maintain professionalism and a client-centered approach in all interactions.Collaborate effectively with multidisciplinary clinical teams.Stay current with changes in documentation standards, compliance regulations, and best practices in behavioral health.Qualifications:Education & Experience:High school diploma or equivalent required; Associate's degree or higher in Health Administration, Behavioral Health, or related field preferred.Minimum 1-2 years of experience in intake, records management, or administrative roles in behavioral health or healthcare settings preferred.Skills & Competencies:Strong knowledge of HIPAA regulations and confidentiality practices.Excellent organizational skills with attention to detail.Proficient in electronic health record (EHR) systems and standard office software (Microsoft Office Suite).Effective verbal and written communication skills.Ability to manage multiple tasks, prioritize, and meet deadlines.Professional, empathetic, and customer-service-oriented demeanor.Working Conditions:Primarily office-based with frequent client interactions.May require occasional evening or weekend coverage depending on program needs.Physical Requirements:Ability to sit, stand, and use computer equipment for extended periods.Ability to interact with clients in a safe, professional, and supportive manner.Preferred Certifications:Certified Medical Administrative Assistant (CMAA) or equivalent is a plus.Pay:$15.00 - $18.00 per hour Work Location:In person.