Intake Coordinator

Welcome to Healthy Foundations Group We are an outpatient group practice dedicated to providing high quality adult, child and adolescent psychiatry, and therapy services with convenient hours, short wait times, and a superior care model at our Bethesda, Washington D.C., Northern Virginia, and Westminster locations Healthy Foundations Group meets our clients' lifestyle needs while specializing in the treatment of a wide range of mental health issues. We serve clients across the lifespan, ranging from children to geriatrics. You will be on a team composed of psychiatrists, therapists, nurse practitioners and administrative professionals.

Healthy Foundations Group, launched in Bethesda Maryland in July 2011, offers competitive compensation in an environment that encourages professional collaboration and an entrepreneurial spirit in our team members.

Job Title: Intake Coordinator

Job Summary: As an Intake Coordinator, you will be responsible for managing the initial intake process for patients entering our healthcare facility. You will facilitate the smooth admission of patients by collecting necessary medical and personal information, verifying insurance coverage, and ensuring all necessary documentation is complete. Additionally, you will provide excellent customer service to patients and their families, addressing any questions or concerns they may have regarding the intake process.

General Administration & Customer Service:

• Make and receive phone calls.
• Greet patients, schedule appointments, and take payments.
• Respond to staff requests: make copies, print forms, and send faxes.
• Marketing: send out flyers and thank you notes.
• Assist with office upkeep: ensure the office is neat, alerting supervisor if supplies are low.
• Interact with insurance companies, pharmacies, and health care providers.
• Take messages regarding care coordination.

Responsibilities:

• Greet patients and their families upon arrival and guide them through the intake process.
• Remain up to date on provider availability and scheduling preferences.
• Match patients based off patient demographics and provider preferences.
• Collect and record patient demographics, insurance information, and medical history accurately.
• Ensuring chart accuracy for new patient hand off to provider.
• Verify in-network and out-of-network insurance coverage.
• Explain financial responsibilities to patients and how the HFG billing process works.
• Coordinate with medical staff to ensure timely admission of patients to appropriate departments.
• Ensure all required forms and consents are available and completed by patients or their legal guardians by maintaining the 48-hour call log.
• Maintain patient confidentiality in accordance with HIPAA regulations.
• Address patient inquiries and resolve issues promptly and courteously.
• Schedule follow-up appointments or referrals as directed by medical staff.
• Collaborate with other administrative staff to ensure efficient operations of the intake process.
• Collaborates with Office Manager on overall intake projects for the practice.
• Keep detailed records of intake data, patient interactions, and transactions to be presented during weekly PET meetings and available for newsletter publications.

Requirements:

• High school diploma or equivalent required. College degree preferred.
• Additional education/certification or experience in healthcare administration is a plus.
• Knowledge of medical terminology and healthcare regulations (HIPAA compliance).
• Excellent interpersonal and communication skills, with the ability to build rapport with patients and their families.
• Strong organizational skills and attention to detail.
• Proficiency in medical software systems (EMR), Microsoft Word, and Microsoft Excel.
• Ability to work effectively in a fast-paced environment and handle multiple tasks simultaneously.
• On-the-job Experience: Approximately 1-2 months to gain familiarity with our practice, environment, routines, procedures, and full range of job duties.
• Problem Solving: Job requires a moderate level of problem solving.
• Independent Judgement: Work generally has standard procedures and instructions, but frequently requires deviation from established methods to achieve results.
• Patient Care: Job has some indirect responsibility for patient care. This typically involves communicating accurate messages to/from patient, provider, and/or a third party, delivering them in a timely manner and following up to ensure they were received and that tasks were completed.

Schedule & Status:

• Full time: 30-40 hours/week
• Up to 5 days per week (Monday-Friday), up to 8 hours per day, scheduled mutually with employee/employer.
• Non-exempt, hourly employee
• $18-25/hour based on experience
• In-person at Bethesda, MD or Fairfax, VA location

Job Type: Full-time

Pay: $ $25.00 per hour

Benefits:

• AD&D insurance
• Dental insurance
• Flexible schedule
• Health insurance
• On-site gym
• Paid time off
• Vision insurance

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person