Intake Support Staff

Position Summary:

The Intake Support Staff plays a critical role in welcoming new individuals served into the residential treatment program. This position ensures that all individuals are appropriately screened for suitability, completes intake documentation accurately, and provides clear guidance on program rules and regulations. The role requires strong interpersonal skills, attention to detail, and the ability to communicate effectively with clients, families, and team members.

Essential Duties and

Responsibilities:

I. Screening & Assessment

1. Conduct initial screenings to determine individual served eligibility and suitability for residential treatment.
2. Responsible for promptly scheduling and screening all incoming referral calls to ensure screenings are completed within 24 hours of receipt, unless an alternative timeframe is specified by the referral source.
3. Responsible for updating the Outreach Department on referral outcomes by accurately completing the referral tracker, ensuring clear and consistent communication across all departments.
4. Gather and verify personal, medical, and psychosocial information to support placement decisions.
5. Collaborate with clinical personnel to ensure accurate evaluation of individual served needs.
6. Provide daily updates to the referral source regarding the status of each referral, including decision outcomes, in accordance with the standards established by the Department of Children and Families and the Managing Entity (ME), Thriving Mind of South Florida.
7. Responsible for reporting all screening outcomes to the immediate supervisor to determine the suitability of individuals for placement in residential treatment.
8. Required to link or refer individuals who are not recommended for residential treatment at the time of screening by completing the appropriate referral form and ensuring they are connected to alternative services or resources.

II. Intake Documentation

1. Complete all required intake forms and documentation (e.g., consent forms, ASAM, etc.) in compliance with program standards and regulatory requirements.
2. Maintain accurate and confidential records in accordance with HIPAA and organizational policies.
3. Ensure timely entry of data into electronic health record systems.

III. Orientation & Program Education

1. Review program rules, expectations, and regulations with individuals served, families, and referral sources.
2. Provide clear explanations of treatment processes, schedules, and available external resources.
3. Answer questions and address concerns to support a smooth transition into the program.

IV. Collaboration & Support

1. Work closely with clinical, administrative, and support personnel to coordinate individual served admissions.
2. Communicate effectively with external referral sources, when needed.
3. Assist in resolving barriers to admission and ensure individuals served feel supported during the intake process.
4. Assist the supervisor in implementing updated and improved consent forms, as well as carrying out any additional duties as assigned.
5. Ensure that the program consistently meets or exceeds the expectations of the Department of Children and Families and the Managing Entity (ME), Thriving Mind of South Florida, by prioritizing the admission of designated priority populations as well as other individuals requiring residential levels of care.
6. Attend all scheduled personnel meetings and participate in required trainings, including those conducted outside the agency, to ensure ongoing professional development and alignment with organizational standards.
7. Serve as backup for the agency receptionist when needed and maintain familiarity with the reception management system to ensure seamless front desk operations.

Qualifications: To successfully perform in this position, the personnel must be able to execute each duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodation will be provided to enable personnel with disabilities to perform the essential functions.

Education and/

or Experience: Bachelor’s Degree 

Experience in Intake / Admissions process.

• Experience with computers and data tracking systems of individuals served. Experience is equivalent in lieu of degree.