Intake Coordinator- Outpatient Psychiatry

Responsible for performing intake duties for all new behavioral health patients in the Outpatient Psychiatry Service (OPS). Collects, verifies, and records required information, screens patients according to departmental policies, and enters demographic and behavioral health insurance information accurately into hospital computer systems. Answers, screens, and routes telephone calls and performs general office support. Communicates effectively with clinicians and promotes teamwork.

Key responsibilities

Scheduling and Triage:

• Schedules appointments/procedures for new behavioral health patients in the Outpatient Psychiatry Service (OPS), coordinating with clinicians, families, and locations per clinic guidelines. Responds to referrals and patient/caregiver needs. Screens and assigns cases to appropriate clinicians to support productivity goals and case management. Documents clinical processes, enters information in hospital systems, and coordinates interpreter services when needed. Serves as a knowledgeable resource for behavioral health services.
• Data Verification:
  • Collects, verifies, and processes patient demographics, behavioral health insurance/payment, and referral details per HIPAA standards. Obtains service authorizations, enters insurance carve-out data into EPIC, and reviews out-of-pocket costs with caregivers. Verifies coverage directly with insurance providers when needed.
• Screening:
  • Screens patients for contraindications and determines whether general or specialty services are needed. Sends intake forms and adds patients to appropriate waitlists upon return. Updates intake and scheduling info as needed.
• Communication:
  • Answers, screens, and directs calls professionally per department guidelines. Deescalates families in crisis, triages urgent calls, and responds to messages from clinicians and families. Provides routine information within scope of authority.
• Registration:
  • Creates registration and appointment requests in EPIC. As needed, performs front desk duties including check-in and monitoring the waiting room.
• Collaboration/Core Values:
  • Collaborates with OPS team to support interdisciplinary care and complete weekly assigned intake tasks. Delivers exceptional care and service aligned with hospital values.
• Other:
  • Performs other duties as needed.

Minimum qualifications

Education:

• High School Diploma / GED.

Experience:

• One (1) year of previous experience.
• Analytical skills and judgment to interpret data and take appropriate action in circumstances and situations that vary. Contributes to a supportive team environment within and between other departments and organizations.
• Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
• Strong attention to detail, commitment to excellence, and strong planning and organizational skills, using time efficiently and prioritizing and coordinating tasks appropriately.

Schedule: Monday – Friday, 8:30am-5:00pm, 100% onsite.

Boston Children’s Hospital offers competitive compensation and unmatched benefits including flexible schedules, affordable health, vision and dental insurance, childcare and student loan subsidies, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition and certain License and Certification Reimbursement, cell phone plan discounts and discounted rates on T-passes. Experience the benefits of passion and teamwork.