Part time Intake Coordinator

Primary Office: Family Services Ministry, Fredericksburg, VA

Hours per Week: 24

Staff Supervisor: Family Services Ministry Program Director

Telework Available: 40% telework available

Starting Hourly Rate: $21.59 (non-exempt)

Position Description:

This person plays a central role in our operational effectiveness, client care, and efficiency efforts for FS-S. The position performs a variety of tasks to the agency in as much as it is the first contact via telephone by the prospective client with Family Services. Essential duties include providing excellent customer/client services via phone and in person, referring callers to the appropriate departments, and facilitating the intake process for new clients. Client services are the key priority in this position requiring the receptionist to serve as a point of contact with other internal and external departments, all with the goal of fostering an environment which promotes client comfort and trust. The position must exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy, and tact in client/staff interactions.

Position Responsibilities:

• Manage reception/ front desk area including mail, clients and visitors.

• Conduct intakes for clients desiring mental health services.

• Call and schedule first sessions for therapists.

• Manage waitlist of clients.

• Assists with monthly and quarterly reports,

• Running regular reports from our online record system

• Utilizes sound clinical judgment in reviewing medical necessity for continuity of care

• Makes appropriate referrals to outside agencies when client needs dictate alternative service providers

Other Duties:

• Order and maintain office supplies.

• Prepare vouchers, handle invoices, expense accounts etc.

• Coordinating with finance office to make cash deposits, complete financial reviews for clients, and to aid the program and clients

• Provide administrative support to Program Director and therapists.

• Provide program support and other administrative support as needed.

• Maintains volunteer schedule, trains volunteers in their duties.

Qualifications & Skills:

• Excellent communication skills with the ability to work with people from diverse backgrounds, maintaining polite and professional demeanor via email, phone, voicemail, chat, and in-person.

• Must be able to handle multiple demands and meet deadlines.

• Must adapt to changes in the work environment, manages competing demands ability to deal with frequent changes.

• Displays willingness to problem-solve and make decisions using sound and accurate judgment.

• Excellent interpersonal skills needed

• Proven ability to maintain strict confidentiality in communication with others.

• Proficiency in Microsoft Office required

Education and Experience:

• High School diploma or equivalent required; Associate degree with relevant work experience preferred

• 2+ years of experience working in a healthcare environment, medical or mental health practices

• Prior experience using an EHR/Revenue management system (Experience with the Therapy Notes system is highly preferred)

• 6 mos. + experience in a customer service environment required

• Experience working in a non-profit is a plus

Physical Demands:

• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.

• Specific vision abilities required by this job include close vision requirements due to computer work.

• Light to moderate lifting up to 25 poundsmay be required.

Catholic Charities is a ministry of the Catholic Diocese of Arlington operating under the auspices of its Bishop. Employees serve as representatives of the agency during their employment and as such are expected to adhere to and follow the moral teachings and religious doctrines of the Catholic Faith. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.