Intake Coordinator - 100IA - Tues-Thurs 8:30AM-4:30PM

Make an Impact.

At WellLife Network, your clinical expertise helps individuals achieve wellness, recovery, and independence. Join a compassionate team of professionals dedicated to providing person-centered care across behavioral health, developmental disabilities, and community-based programs. Here, your skills make a real difference — one life, one family, and one community at a time.

Position Summary:responsible for coordinating new client engagement and intakes while ensuring individuals are efficiently connected with the appropriate clinical programs and services.  this role combines evaluating referrals and community contacts to internally streamline clinic processes to maximize enrollments.

Essential Accountabilities: 

Responsibilities include, but are not limited to:

• Coordinate and schedule initial clinical assessments and program intakes.
• Respond to phone calls, emails, referrals, and other inquiries regarding program availability and eligibility.
• Maintain intake phone.
• Gather and accurately document client demographic, insurance, referral, and intake information into established EMR. 
• Maintain OMH and OASAS required documentation for referral and intake processes, ensuring it meets programmatic regulations and audit readiness.
• Coordinate with clinical staff to determine appropriate intake appointments and program placement.
• Maintain accurate scheduling records and update electronic health records or other databases.
• Communicate appointment details, required documentation, and next steps to clients and other appropriate contacts.
• Follow up with clients and referral sources regarding incomplete paperwork, missed appointments, or outstanding information.
• Work closely with other agency stakeholders including clinical teams, medical professional staff, and financial departments to ensure appropriate program oversight.
• Monitor intake pipelines and help ensure referrals are processed within established timelines.
• Identify time-sensitive concerns and appropriately escalate them to clinical leadership.
• Maintain confidentiality and comply with HIPAA and organizational policies.
• Provide professional, compassionate customer service to clients and families who may be experiencing stressful or sensitive circumstances.
• Assist with administrative tasks related to admissions, referrals, census management, and clinical program coordination.
• Coordinate with Senior Business Director and attend outreach events as needed.
• Build and maintain partnerships with community providers and other healthcare agencies.
• Recognize and identify referral trends and areas of opportunity.
• Track outcomes and performance metrics related to intake and enrollments across programs.
• Participate in strategic plans to leverage and increase clinical census.
• Strategically monitor position to maximize outcomes.

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Job Qualifications

A Master’s degree, with three years of experience in the Social Service field, license preferred.  Computer literacy is necessary. Familiarity with community programs and discharge planning preferred. A clean and valid New York State driver’s license, and access to a vehicle is required.

What You’ll Gain

• Compensation: Competitive hourly rate based on experience.
• Robust Benefits: Medical, dental, vision, and 401k retirement plan (with matching).
• Work-Life Balance: Paid time off, holidays, and personal days.
• Wellness Program: Free and low-cost gym and wellness access and support.
• Training & Growth: Ongoing professional development and career advancement opportunities.
• Meaningful Work: Direct impact on the lives of youth and their families.
• Supportive Environment: A collaborative team that values your contributions