Intake Assistant (Part Time/Days & Hours TBD)

This position assists the Intake department in day-to-day processing of referrals and coordination of admissions for all levels of care.

Essential Duties and Responsibilities

•  Screens phone calls regarding referral process, waitlist status, and other general admission inquiries.
•  Demonstrates strong, trauma-informed, professional communication techniques at all times.
•  Maintains the Intake fax folder, email inbox, and distributes messages and items to the Intake Manager and Intake Coordinators or the appropriate staff.
•  Processes documents and uploads them to the electronic record.
•  Enters new referrals into the electronic record, makes first contact for phone interviews, and distributes information to the appropriate Intake Coordinator.
•  Assists with organizing and faxing admission notifications to Managed Care Organizations.
•  Assists the Intake Manager with coordination and scheduling of all external agency presentations.
•  Assists in completing filing/organizational tasks for the Intake department.
•  Prepares Intake Assessments for Intake Coordinators.
•  Completes Intake Assessments as needed and upon completion determines level of care by completing the LOCADTR assessment tool.
•  Ensures thorough completion of all required documentation necessary for admission.
•  Completes the unique admission process for Unity House for Intake Coordinator review and subsequent reviews by the Quality Assurance Manager.
•  Sends admission instructions to referring agencies for residents admitting to programs, and ensure they are received and understood.
•  Sends admission packets to internal sites for residents admitting to programs, and ensure they are received.
•  Requests court orders from Drug Court/Mental Health Court, etc. for residents that are court mandated to treatment and know the vernacular that needs to be included in a court order request.
•  Monitor discharges from internal sites via the Friday Weekly Report to aid in filling vacancies in a timely, efficient manner to help maintain a utilization rate above 90% at each program.
•  Sends fee agreement to referring counselors for residents to review, sign and send back to the Intake Department.
•  Primarily responsible for completing the Thursday Weekly Report, which is sent to all internal sites for review regarding pending admissions.
•  Actively working towards a credential such as CASAC, LMSW, LMHC, and/or completes clinical trainings to aid in utilizing Trauma Informed Care and Cultural Competency when interacting with applicants.
•  Annually completes dead-filing process and maintains accurate dead-filing spreadsheet for resident charts in the Intake Department.
•  Maintains accurate waitlists through the OASAS website for assigned sites.
•  Completes HERDS reporting through the Health Commerce System.
•  Provides referral contact information for referred applicants that are in need of a higher level of care.
•  Provides ancillary treatment options to referring counselors when applicants have been deemed inappropriate for treatment with CRSI, in order to coordinate care.
•  Mindful of and integrates Trauma-Informed Care and its five principles in all duties and interactions with fellow staff, residents, and external partners.
•  Maintains compliance with all required rules and regulations, including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others.
•  Ensures that all job-related requirements are met.
•  Regular attendance at work location.
•  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•  Other duties may be assigned.

•  A minimum of an Associate’s Degree in Human Services or related field; Bachelor’s Degree preferred.
•  A minimum of six months’ work experience in Substance Use, Behavioral Health, or Human Services field. Intern experience will be considered.
•  In addition, the qualifications above, a valid New York State driver’s license is required.