Intake Supervisor- Inpatient

The Inpatient Intake Supervisor is responsible for overseeing the daily operations of the inpatient data collection team. This role ensures that all data related to inpatient services, including admissions, discharges, clinical records, and key performance metrics, is collected accurately in real-time, entered promptly, and maintained in compliance with internal and external standards.

The supervisor will monitor team performance, guide quality assurance efforts, and collaborate with clinical, administrative, and IT teams to support continuous improvement in data workflows. 

The ideal candidate understands that accurate data collection ensures clients get proper care, that the agency meets program and compliance requirements, and that it demonstrates impact. You'll help maintain data integrity, which drives accurate reporting, compliance, and service delivery. 

Objectives of this Role

• Supervise, mentor, and support a team of Inpatient Data Collection Specialists.
• Manage team schedules, assign workload, and monitor daily productivity.
• Foster a collaborative, accuracy-focused work environment.
• Perform regular audits and validations to ensure EHR records are complete and compliant.
• Ensure that all required documentation is collected properly.
• Collaborating with the IT Director to develop training materials and update procedures.
• Ensuring all intake data meets compliance, privacy, and audit standards (HIPAA, EHR, etc.).
• Addressing issues or escalations from intake staff and coordinating across teams as needed.
• Participating in hiring and onboarding of new team members. 
• Act as the data team and inpatient program staff liaison. 

ESSENTIAL JOB FUNCTIONS

• Supervise and support a team of Inpatient Data Collection Specialists.
• Manage team schedules, assign workload, and monitor daily productivity.
• Provide training, coaching, and performance evaluations for staff.
• Foster a collaborative, accuracy-focused work environment.
• Review and approve inpatient data entries related to client admissions, discharges, diagnoses, and treatments.
• Perform regular audits and validations to ensure EHR records are complete and compliant
• Develop and maintain processes for verifying key performance indicators (e.g., length of stay, readmissions, occupancy rates).
• Ensure all data supports internal reporting, external regulatory requirements, and accreditation standards.
• Act as the data team and inpatient program staff liaison. 
• Help troubleshoot data issues or missing documentation in real-time
• Identify document/data delays and opportunities to streamline data collection and validation processes

MINIMUM QUALIFICATIONS

• A bachelor’s degree in a related field is preferred. 
• 2 + years’ experience supervising or leading a team. 
• Strong knowledge of intake workflows, documentation, and client services, preferably in a non-profit      environment. 
• Strong understanding of inpatient care environments and data documentation standards.
• Strong skills working with Microsoft 365, EHR systems, and other data platforms.
• A collaborative mindset and the ability to support staff through challenges.
• Strong analytical skills. 
• Strong communication skills. 
• Must be familiar with data used in state or federal reporting systems (e.g., DCF, EHRs)
• Must be familiar with inpatient  metrics, audit procedures, and reporting for state/federal compliance.  
• May require occasional evening or weekend availability for urgent data issues or system maintenance.