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Intake Coordinator

Principal Accountabilities

New Client Intake:

  • Complete New Client Intake form with emphasis on importance of parent/patient commitment to treatment prescribed by CVAP providers.
  • Add and maintain client on the New Client Activity sheet (NCA)
  • Verify benefits with insurance carrier(s) and/or other funding source(s)
  • Work with Regional Directors to determine acceptance and projected start date
  • Communicate with client family to discuss benefit details and acceptance for services
  • Prepare and send out patient packet and ensure completion by client and/or family member
  • Obtain and review funding source contracts to ensure accuracy
  • Enter client into database once funding source contract is verified; i.e. Insurance Authorization, Purchase of Service (POS), Individual Service Agreement (ISA), and Individual Education Plan (IEP)
  • Obtain and review initial assessment report from clinical team, ensure minimum requirements are met per funding source and submit to insurance carrier(s) to obtain concurrent authorization

Existing Clients:

  • Reconfirming benefits with funding source routinely
  • Maintain client record and authorization/funding source contract(s) in database; i.e. Insurance Authorization, Purchase of Service (POS), Individual Service Agreement (ISA), and Individual Education Plan (IEP)
  • Obtain and review concurrent reports provided by the clinical team to ensure the minimum requirements are met per insurance company and submit to insurance carriers for reauthorization
  • Respond to client, family, funding source and/or clinical staff inquiries regarding benefits, authorization status, funding source treatment requirements etc.

Client Waitlist:

  • Follow up weekly with client and/or family member to obtain their current status of interest of services, update address changes, update availability changes, and provide CVAP status of availability for treatment

General and Support Work:

  • Coordinate with Regional Center to provide necessary information for patient assistance with patient financial responsibilities
  • Identify Regional Center clients to determine the ability to transition to insurance funding
  • Obtain weekly rendering status report from the Scheduling Department and review to ensure contracts are correctly entered into database and if necessary update accordingly.
  • Prepare Contract Aging Report (CAR), send to Regional Directors for their review and make updates as changes occur. Purpose of report is to identify contract/authorization coming up to expire and ensuring proper documents are received timely in order to obtain reauthorization from funding source
  • Other tasks as assigned by supervisor, director, CEO, CFO

Qualification - Education:

  • High School Diploma or GED equivalent

Qualification - Experience:

  • 3 - 5 years of recent experience with intake coordination services and procedures in a high-volume setting working directly with insurance carriers, patients/clients, and state and federal funded agencies (Required)
  • Prior experience demonstrating the ability to influence potential customer’s decision and ability to effectively articulate the employer/agencies attributes (Required)
  • Prior experience in demonstrating effective written and oral communication skills (Required)
  • Prior experience in demonstrating exceptional organization skills and ability to multitask in a fast-paced environment (Required)
  • Prior experience successfully demonstrating the ability to manage a high call volume environment (Required)
  • Applied Behavior Analysis (ABA) related field experience (Preferred)
  • Prior experience in working with NPA Works database (Preferred)
  • Bilingual preferred; the ability to understand and to make one’s self understood to all Spanish speaking individuals (Preferred)
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