Intake Coordinator

Job Overview

Are you a compassionate individual with excellent customer service skills? Would you like to help clients gain access to the treatment they need and make a difference in the lives of many? Do you have impressive time management skills and an eye for detail? Do you want to work in a professional, but fun, meaningful, family-oriented environment with a diverse group of colleagues and an excellent supportive network? If so, this position may be a fit for you!

AARS began providing services to Santa Clara County's Asian and Pacific Islander population in 1996. In 2014 AARS merged with HealthRight360, becoming a family of programs. Today our programs continue to provide culturally competent, gender-responsive services to Asian and Pacific Islander and other ethnic communities including Latinos and African Americans. We offer programs for youth, adults, and families in variety of settings, and in the client's preferred language.

The Intake Coordinator welcomes clients to Asian American Recovery Services/HealthRIGHT360 (AARS / HR360) and is responsible for providing high quality customer service to new and returning clients. Intake Coordinators initiate the enrollment process and accurately enters information into various electronic systems to complete client's admission into the outpatient program. Assist the agency with day-to-day functions, which includes data entry, record keeping, scheduling, and front desk reception for our administrative & clinic departments.

Key Responsibilities

Clinic Intake Responsibilities

  • Welcomes clients to the agency and provides high quality customer service through the intake process and Open Access
  • Verifies Medi-cal Eligibility and determines payor status for clients
  • Makes follow-up calls for providers; calls to confirm “next day’s appointments”
  • Greets and provides customer service to patients, guests, clients, and vendors
  • Communicates clearly on the phone and accurately takes and delivers messages
  • Works at other locations when needed

Documentation Responsibilities

  • Performs general administrative tasks; filing, organizing, data entry and billing
  • Assists in maintaining Outlook Calendar and various excel spread sheets
  • Processes patient/client data entry for company various electronic systems in accordance with guidelines established by HealthRIGHT 360 to satisfy internal and external evaluating requirements

Administrative Responsibilities

  • Manages receipt and routing of agency mail (incoming and outgoing)
  • Assists and directs callers and visitors to appropriate employees and departments
  • Ability to operate a single or multiple position telephone switchboard
  • Is able to work in a team-oriented environment
  • Orientation, training and supervision of volunteers on certain front desk responsibilities may be assigned

And, other duties as assigned

Education and Knowledge, Skills and Abilities

  • Minimum High School Diploma or GED equivalent
  • Prior experience in front desk reception, administrative and/or customer service.  2 years experience in medical front office setting preferred
  • Bilingual language capacity in threshold languages preferred (Vietnamese, Spanish)
  • Availability: Office hours are Monday and Friday 9am - 6pm, Tuesday-Thursday 9am - 8pm.  Ability to work late afternoon shift once per week (minimum) is required
  • Exhibits a professional demeanor, and can discreetly handle sensitive and confidential information and ability to work under pressure
  • Computer literacy and experience with electronic health record (Unicare, Welligent) a plus
  • Attention to Detail: Strives to eliminate errors; makes accurate work a priority; seeks opportunities to improve performance
  • Teamwork: Accountable to team; participates effectively in group- and team-work; collaborates positively with other team members; giving and accepting constructive criticism
  • Interpersonal Skills: Uses active listening and discussion skills to identify issues, ensure understanding, and facilitate problem solving; works cooperatively with diverse groups; deals with others in a pleasant and professional manner; accurately assesses verbal and non-verbal cues
  • Time Management: Organizes and establishes priorities; gets the job done in a timely manner
  • Reliability: Action-oriented; Accountable; maintains focus; punctual; good attendance record; meets deadlines
  • Tolerance for Stress, Ambiguity, and Change: Maintains composure even while under great pressure; handles complex problems and change with minimal supervision; demonstrates flexibility and versatility in achieving key goals and priorities
Compensation: TBD
Type: Hourly/ Non-exempt
Benefits: HealthRIGHT 360 offers a competitive benefits package
City: San Jose
Hours/wk: 40

Job Location