Referral & Intake Specialist

Description

The Referral & Intake Specialist is responsible for managing all aspects of the new client intake process including referral requests, intake documentation review, and providing guidance and support for clients about the referral process. Additionally, they will monitor and track the status of referrals and address any issues that may arise. This is an hourly, non exempt position.

The Referral & Intake Specialist is responsible for managing all aspects of the new client intake process including referral requests; intake documentation review; and providing guidance and support for clients about the referral process. Additionally, they will monitor and track the status of referrals and address any issues that may arise. This is an hourly, non exempt position.

The below is not intended to be an exhaustive list, but a general example of the nature of job duties performed.

Serves as an ambassador of the mission, purpose, and Core Values of The Arc of the Ozarks.

Knowledge and understanding of The Arc mission statement and will uphold in their daily work.

• Oversee all aspects of the new client intake process, including answering and returning client phone calls and voicemails promptly, sending out intake packets, and gathering necessary client information.
• Register new clients into the Electronic Health Record (EHR) system, ensuring that all information is accurately entered and up-to-date.
• Ensure that up-to-date information is shared with doctors’ offices, clients, and appropriate co-workers in a timely and accurate manner. This includes updating any changes in client information and ensuring all parties are informed.
• Maintain open lines of communication with clients, informing them about the intake process, answering any questions they may have, and providing information on available services.
• Receive and review referral requests from physicians and other healthcare providers. Verify the necessity of the referral and gather all required information.
• Inform clients about the referral process, what to expect, and answer any questions they may have regarding their referrals. Provide clear and concise information to ensure clients are well-informed.
• Monitor the status of referrals to ensure timely appointments. Follow up with clients and specialists to confirm appointments and address any issues that may arise.
• Develop and maintain strong, positive working relationships with outside facilities, referral sources, and any other external or internal partners. This includes regular communication and collaboration to ensure smooth processes.
• Efficiently handle a high volume of incoming and outgoing calls. This involves prioritizing tasks, managing time effectively, and ensuring that all client and referral needs are addressed promptly. Demonstrates exceptional customer service skills.
• As instructed by supervisor, may provide backup assistance to other administrative support positions.
• Communicates effectively with other team members verbally and in written form.

• High school diploma or equivalent; post‑secondary education in healthcare administration or a related field is preferred.
• Knowledge of medical terminology, CPT, ICD‑10 codes preferred.
• Excellent communication and customer service skills.
• Proficiency in electronic medical records (EMR) software preferred.
• Strong organizational skills and attention to detail.