ARMHS Client Intake & Care Coordination Specialist

The ARMHS Client Intake & Care Coordination Specialist serves as the primary point of contact for new and existing clients receiving services at Absolute Health and Wellness, LLC. This role coordinates the intake process from referral through admission, ensures that required DHS/MHCP documentation is complete, verifies payer/insurance eligibility, and supports communication between clients, mental health practitioners, and clinical supervisors. The coordinator also monitors ongoing client satisfaction, helps address concerns, and supports continuity of care in alignment with Minnesota DHS standards for Adult Rehabilitative Mental Health Services.

• Serve as the first point of contact for incoming referrals, inquiries, and new client intakes for ARMHS services.
• Obtain and organize required referral and intake information (referral forms, Diagnostic Assessment, Functional Assessment, Individual Treatment Plan, releases of information, demographic and payer information).
• Verify client eligibility for ARMHS (age, serious mental illness diagnosis, functional impairment, and Medical Assistance or other payer coverage) in collaboration with clinical and administrative staff.
• Schedule intake appointments, initial visits, and follow-up sessions with the assigned mental health practitioner and/or clinician.
• Coordinate communication between clients, mental health practitioners, clinical supervisors, and external providers such as case managers, therapists, and prescribers.
• Monitor caseload lists and help maintain up-to-date status for each client (active, on hold, discharged, waitlist).
• Respond to client and family calls regarding scheduling issues, service questions, concerns about worker performance, or barriers to receiving services, and route issues to the appropriate supervisor when needed.
• Ensure that documentation required by DHS/MHCP for ongoing services is obtained, scanned/entered into the EHR, and completed within timelines (e.g., treatment plan reviews, annual Diagnostic Assessments).
• Assist with coordination of transportation, interpreter services, or other practical supports when needed to reduce barriers to participation in ARMHS services.
• Support discharge and transition activities, including communication with clients and referral sources, and ensuring that discharge documentation is complete and properly filed.

• Maintain a current and accurate intake/referral log documenting referral source, referral date, contact attempts, admission status, and start-of-service dates.
• Ensure all required DHS/MHCP documentation for ARMHS (e.g., DA, FA, ITP, signatures, releases) is collected and organized in the agency’s EHR or record system prior to or within required timelines after service initiation.
• Verify and document payer/insurance eligibility and authorization requirements prior to service billing, and communicate any issues promptly to leadership and billing staff.
• Track treatment plan review dates, annual assessment deadlines, and other critical timelines and send reminders to practitioners and supervisors to maintain compliance and avoid lapses in documentation.
• Document all significant contact with clients, families, and external providers in the record according to agency policy and DHS/MHCP documentation standards (clear, dated, legible, and clinically relevant).
• Generate regular caseload/status reports for leadership, summarizing client counts, new admissions, discharges, and waitlist activity.
• Ensure client concerns and grievances that come through the coordinator are logged and routed according to agency policies and DHS requirements for complaint handling and quality assurance.

• Associate’s or Bachelor’s degree in social work, psychology, human services, health administration, or a related field preferred; relevant experience in mental health or DHS programs may substitute for formal education.
• At least 1–2 years of experience in behavioral health, case management, care coordination, social services, or medical office settings.
• Familiarity with Minnesota DHS mental health services, especially ARMHS, or willingness to complete ARMHS-specific training.
• Experience with electronic health record (EHR) systems, secure email, and basic office software (Word, Excel, etc.).
• Excellent communication and customer service skills, including the ability to work sensitively with individuals living with serious mental illness.
• Ability to maintain confidentiality and follow HIPAA and Minnesota privacy laws at all times.
• Demonstrated cultural responsiveness and ability to work effectively with diverse populations, including refugees, immigrants, and underserved communities.