Intake Coordinator

ABOUT US:

Hiawatha Valley Mental Health Center (HVMHC) is a trusted leader in providing exceptional, person-centered behavioral health services to our communities. Founded in 1965 by a dedicated group of community members and government officials from Houston, Wabasha, and Winona counties, we have since expanded our services across Winona, Houston, Wabasha, Goodhue, and Fillmore counties.

At HVMHC, we recognize the importance of work-life balance and offer flexible scheduling to support our employees' needs. We are committed to professional growth and prioritize internal promotions whenever possible. For team members pursuing licensure, we provide free clinical supervision to help you achieve your goals. Additionally, we utilize Eleos, an augmented intelligence software, to assist with case note documentation—allowing our staff to focus more on client care.

We are dedicated to fostering a diverse, inclusive, and supportive workplace where team members and clients feel valued and respected. We welcome professionals from all backgrounds and experiences who share our commitment to providing high-quality behavioral health services.

TITLE:  Intake Coordinator 

PROGRAM:  All 

JOB SUMMARY:  Serve as the client’s first contact with Hiawatha Valley Mental Health Center in their process of scheduling an appointment and/or to acquire information regarding services Hiawatha Valley Mental Health Center provides.  Purpose is to welcome clients, gather client information and explain what is expected of them as Hiawatha Valley Mental Health Center clients. 

JOB RESPONSIBILITIES AND ESSENTIAL FUNCTIONS: 

• Central point for scheduling for initial CCBHC services. Screen for high risk behaviors to determine the need for crisis services. 

• Respond to online requests and referrals for services submitted via the website. 

• Obtain client demographic and insurance/payment information via phone or face-to-face interview.  This information must be obtained prior to the client receiving services. 

• Explain billing procedures, sliding fee scale, and payment expectations to clients. 

• Meet with client in person or via telehealth prior to client’s initial appointment to assist client in completing intake paperwork and screeners, ensure that necessary signatures are obtained for releases, HIPAA/Tennessen and health history forms are completed, symptom questionnaires are completed as appropriate, and client has received/been offered a copy of Client’s Rights and Responsibilities. 

• Data entry into the client database. 

• Send documents via Adobe prior to client appointments as appropriate. 

• Request records from outside agencies for new clients. 

• Add new insurances and phone numbers into electronic health record. 

• Contact client’s third-party payment source(s) to determine coverage, expected reimbursement, necessary qualifications of clinician, dates of effective coverage, etc. 

• Responsible for timely and accurate completion of any assigned state, grant, or other reporting.  

• Establish client’s appointments for those seen in outpatient clinics and send telehealth appointment links as needed. 

• Reception and back up other essential support staff responsibilities as needed. 

PHYSICAL REQUIREMENTS FOR POSITION:  Must be able to move in a manner conducive to the execution of daily activities. While performing the duties of this job, the employee must communicate with others and exchange information. The employee regularly operates equipment (listed below) on a daily basis. Occasional bending and lifting of office materials may be .

NON-ESSENTIAL FUNCTIONS:  Perform other duties as assigned by the Office Manager.

EQUIPMENT USED:  MS Office Word and Excel, Windows environment, email, billing/schedules/clinical software, 10-key calculator, personal computer, laser printer, copier, fax machine, postage meter, telephone/cell phone, multi-line phone system. 

JOB QUALIFICATIONS AND REQUIREMENTS: 

• Knowledge of mental illness and available mental health services. 

• Ability to operate computer for purpose of client data entry.  Ability to use computer and/or phone for client’s insurance benefit verification with various insurance companies. 

• Ability to work independently and multitask. 

• Ability to work with diverse client populations. 

• Excellent interpersonal and communication skills. 

• Excellent organizational skills. 

• Must be able to maintain confidentiality. 

• Must possess
  a vehicle valid driver’s license and a willingness to travel as needed to organization locations throughout SE MN. 

WORK ENVIRONMENT:
Hiawatha Valley Mental Health Center is committed to providing a safe and inclusive work environment free from harassment, violence and discrimination. Our inclusive work environment represents many different backgrounds, cultures and viewpoints. The core values we live by include: integrity, respect, people focused, community focused, continuous improvement, compassion, partnership and collaboration, empowerment and financial stewardship. All Hiawatha Valley Mental Health Center owned facilities are smoke/drug free environments, with some exposure to excessive noise, dust and temperature. The employee is occasionally exposed to a variety of conditions at client sites.  

SUPERVISED BY:  Office Manager

POSITION DESIGNATION: Non-Exempt, Full-Time 

EMPLOYEE BENEFITS:

We are proud to offer a comprehensive benefits package designed to support your well-being, professional development, and financial security:

Paid Time Off & Leave

• Paid Leave Time: Begins accruing at 4.46 hours per paycheck, with 16 hours available upon hire (prorated for PT employees).
  

• Holidays: 8 paid holidays, plus 2 floating holidays (prorated for PT employees).
  

• Additional Paid Leave:
  

• Up to 10 days of jury duty leave
  

• Up to 5 days of bereavement leave
  

• 1 personal day per year
  

Professional Development Support

• Up to $2,000 tuition reimbursement
  

• Up to $1,500 for continuing education
  

Health & Wellness Benefits 

• Medical, Dental, Vision, Short Term Disability, Long Term Disability, Life Insurance offered for employees working between 30-40 hours per week. 
  

• 20% YMCA membership discount OR $50 fitness reimbursement per year
  

Retirement Savings

• Retirement plan with employer match of 50% match up to 6%, for employees working between 20-40 hours per week.
  

EEO STATMENT:

Hiawatha Valley Mental Health Center is an Equal Opportunity Employer. We welcome all qualified applicants, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

APPLICATION PROCESS: 
A background check is required as part of the hiring process. Depending on the role, applicants may also need to complete a Mental Health Practitioner Verification Form or Professional Conduct Inquiry Form.