Intake Coordinator jobs in Santa Rosa, CA

This position serves as the first point of contact for clients at the Child and Family Counseling Clinic. The Intake Coordinator performs all duties related to the intake and scheduling process for new clients. This is a full time position at 30 hours per week.

CPI is committed to a diverse, inclusive and equitable work environment. Our staff represent our community and persons with lived experience in the areas in which we serve. Our goal is to employ a workforce that supports racial equity, values differences, and celebrates unique perspectives. Everyone is welcome at CPI.

KNOWLEDGE/SKILLS/EXPERIENCE:

• 1 year of experience in a human services agency or health care setting is preferred.
• Ability to write clearly, concisely, and to communicate effectively both verbally and over the phone.
• Ability to relate tactfully, confidently, sensitively and non-judgmentally with young children and their families, accepting individual differences.
• Ability to establish trusting relationships with both program participants and co-workers.
• Knowledge of normal infant and child growth and development and parent/child attachment and relationships, preferred
• Ability to listen and communicate well with others.
• Ability to establish and maintain professional boundaries and confidentiality while providing supportive services.
• Ability to work with parents, children and staff of culturally diverse backgrounds while remaining culturally sensitive and appropriate. Ability to acknowledge family culture and recognize the critical role that culture plays in families.
• Highly detail oriented and strong organizational skills.
• Knowledge of child abuse and neglect indicators and prevention. Understanding of the responsibilities of being a mandatory reporter.
• Positive attitude towards work, initiative, personal balance, ability to adapt and work effectively under pressure
• Knowledge of the services and service gaps for families in Sonoma County. Ability to identify needs and provide access to other community support services.
• Proficient in PC programs, i.e. Excel and Word, as well as data entry with a high level of accuracy.
• Experience with Google Suite of programs, Apricot, and Practice Management software(Clinic Source) is preferred.

ESSENTIAL FUNCTIONS:

• Provide initial contact with all prospective clients, gathering initial intake information, providing resources as needed/appropriate, and building engagement with referred clients from Family Youth and Children Services.
• Build and maintain positive working relationships with referring and contracted partner agencies, coordinating with their staff around referrals.
• Maintain detailed call log of all contacts.
• Maintain waitlist and review weekly with Counseling Services Manager.
• Schedule clients with therapists and enter client data into tracker/database, managing demographic data collection and opening/closing dates.
• Coordinate openings of clinical staff for scheduling and communicate all information about new openings.
• Enter all client information into Practice Management System, and send out intake packets through Client Portal.
• Verify client eligibility for services, determine level of need or severity of case, and determine the applicable funding source(s).
• Assist Counseling Services Manager in billing out services to contracted agencies and tracking services to ensure accuracy.
• Ensure that required postings in clinic waiting areas are in compliance with state law.
• Attend staff meetings as required.
• Provide Spanish/English interpretation and document translation as needed.
• Provide short term (50 minutes or less) childcare in support of therapists meeting privately with clients and parents.
• Process credit card payments, handle cash, and maintain payment records.
• Provide data for grant and contract reports as requested by the Counseling Services Manager.
• Manage historical client information - including filing and chart organization of paper and digital records, patient records in storage, and organizing/archiving records.
• Provide front-desk (reception) duties as assigned during working hours.

PHYSICAL REQUIREMENTS:

• Ability to lift 25 lbs (supplies)
• Prolonged sitting and working on a computer and telephone.

NOTICE: This job description is provided as a general summary of common job duties performed by individuals assigned this job title. It is not all-inclusive, nor is it intended to create a contract, written or implied, between employees and Child Parent Institute, nor does it in any way alter the at-will employment relationship that exists between employees and Child Parent Institute. As a condition of employment, all agency employees are expected to perform job duties assigned by agency management even when such duties are not included in their job description. CPI is an equal opportunity employer.