Intake Manager

Park Center

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Job Summary

The Intake Manager is entrusted with the responsibility of ensuring the seamless delivery of timely and appropriate services to individuals seeking support while fostering collaborative coordination within internal teams to facilitate smooth admissions into Park Center programs.

Job Responsibilities

ESSENTIAL FUNCTIONS

Workflow Management of Intake Processes:

• Oversee the day-to-day operations within the intake department, encompassing workflow design, resource allocation, and performance monitoring.
• Implement standardized procedures and protocols to optimize the intake process, ensuring consistency and efficiency in referral processing, assessment, and admission.
• Achieve specific Key Performance Indicators (KPIs) pertaining to referral processing metrics, including processing time, conversion rates, and average length of time on waiting lists.
• Act as the primary liaison for all internal referrals, ensuring prompt and efficient care coordination.

Maintain Systems for Accountability and Follow-Through:

• Facilitate daily intake team huddles to address pending referrals and establish priorities for efficient referral processing.
• Ensure persistent and proactive follow-up with referring agencies and self-referrals to facilitate successful program admissions.
• Sustain ongoing communication with program leadership to expedite admissions for members on waiting lists and address any emerging concerns or bottlenecks.
• Proactively identify and resolve intake process issues, providing recommendations for continuous improvement.

Quality Assurance and Data Management:

• Monitor the intake process quality and effectiveness through comprehensive reviews of documentation, data analysis, and solicited feedback from members and staff.
• Oversee member record maintenance to ensure accuracy, confidentiality, and compliance with regulatory standards, including HIPAA, 42 CFR Part 2, and organizational policies.
• Prepare weekly summary reports detailing referrals received and pending referrals for dissemination to the Director of Quality Improvement and Executive Leadership.

Member Assessment:

• Conduct thorough assessments of potential members’ needs, employing various methodologies such as interviews, medical record reviews, and assessment tools.
• Provide informed recommendations regarding suitable programs tailored to the individual’s needs and circumstances.

Community Engagement:

• Collaborates with the Senior Business Development Manager to cultivate and sustain meaningful stakeholder relationships.
• Serve as a primary point of contact for internal and external stakeholders, including members, family members, and referring agencies, offering timely assistance, and information, and facilitating communication.
• Maintain up-to-date knowledge of Park Center’s programs, admission criteria, and service availability, effectively responding to inquiries from the community regarding our services.

Effective Communication:

• Ensures timely responsiveness to emails and maintains regular communication with staff, supervisors, and Program Directors.
• Demonstrates commitment to open communication channels, attending all meetings and actively contributing to discussions as necessary.

Values Cultural Competence and Diversity:

• Fosters a culture of inclusivity and diversity by actively seeking and incorporating diverse perspectives from staff, members, and the community.
• Engages in continuous professional development initiatives to enhance cultural competency through participation in relevant trainings, events, and workshops.

Other Duties:

• Adheres to agency policies and procedures, ensuring accurate compliance.
• Attends all necessary staff meetings and training sessions.
• Willingness to undertake additional duties as assigned.

WORKING CONDITIONS

• Will have a desk, workstation, and office
• Able to operate with many distractions
• Routine office environment

Qualifications

QUALIFICATIONS

• Bachelor’s Degree from an accredited institution in social work or a related field (Master’s preferred).
• Minimum of 3 years’ experience in the mental health field, with a preference for intake management experience.
• At least 1 year of prior supervisory experience
• Proficient in mental health disorders and knowledge of available community resources.
• Experience with electronic health record systems.
• Excellent verbal and written communication skills.
• Strong organizational abilities and effective decision-making capabilities.
• Demonstrates commitment to upholding high standards of professional and ethical conduct.
• Possession of a valid driver’s license.

SKILLS

• Eager to learn
• Committed to customer service
• Ability to receive constructive feedback and incorporate feedback into practice
• Demonstrate commitment to org mission and values
• Leadership: ability to inspire and motivate teams
• Communication: provide clear direction, active listening, and conflict resolution
• Problem Solving: find creative and practical solutions to overcome challenges
• Time Management: prioritize tasks, allocate resources effectively, and delegate as appropriate.
• Adaptability: navigate change and be flexible.  Lead teams through periods of transition
• Coaching: be able to provide constructive feedback, mentor team members, and support professional growth and development
• Emotional Intelligence: Ability to navigate conversations adeptly. Actively listen, empathize, and tailor communication to resonate with employees
• Ethical Leadership: uphold organizational values in all activities, demonstrate transparency and ethical behavior

Additional Information

Benefits

How to Apply

Apply on our company site: https://parkcenternashville.org/careers/

Details

• Date Posted: June 4, 2024
• Type: Full-Time
• Job Function: Other
• Service Area: Other
• Salary Range: $62,675-$66,345
• Working Hours: 37.5 hrs/wk