Arizona's Children Association
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Intake Client Records Specialist CIPU
at Arizona's Children Association
The Intake Client Records Specialist (ICRS) is responsible for all aspects of the initial intake process for the outpatient programs Behavioral Health Programs, including gathering data, performing financial screening and coordinating services. The ICRS will maintain accurate client information in records.
ESSENTIAL DUTIES & RESPONSIBILITIES:
* Responds to potential clients who are referred by the doctors, parents, and other stakeholders via phone and fax.
* Gathers pertinent demographic information and complete referral data sheet for all potential clients.
* Checks, update and verifies Insurances, utilizing the Regional Behavioral Health Portals and AHCCCS Portal information in medical records.
* Copy Insurance verification images into medical record.
* Checks the state roster to verify client is not receiving services with another agency.
* Schedules intake appointments with the Intake Clinicians.
* Opens and closes client records upon admission, transfer and discharge of intake referrals.
* Enters client information into computer and maintains electronic and/or hard copy files.
* Enters client demographic information into the electronic system.
* Assists in reconciling incongruent information in the electronic system by contacting parents, foster parents, guardians, and insurance providers involved with client coordination of care.
* Update and maintain Funding Stream using AHCCCS information.
* Calls in advance to confirm scheduled appointments with clients; reschedules if necessary.
* Contacts families that no-show regarding reason for no-show and confirms if services are still needed. Reschedule if family is still in need of services.
* Schedules clients into open slots in scheduler.
* Obtains the schedules from clinicians, case managers, and any other staff as determined by the supervisor and enters standing appointments, and manages all aspects of their calendars.
* Communicates with Clinical Supervisors, Intake Clinicians, and Behavioral Health Schedulers to coordinate services and information regarding special needs, such as translation, special assistance, and other pertinent information related to the Incoming Referral Template in Nextgen.
* Maintains tickler system for completion of assessments, treatment plans and intake summaries.
* Collaborates with IT both internally and at the RBHA/contract agency as necessary.
* Maintains exceptional customer services with consumers and with staff coordination.
* Analyzes submitted documents and forms for completeness and accuracy.
* Generates and distributes reports from the Nextgen electronic medical record system.
* Completes Monthly reports such as such as Access to Care, Referral Tracking log, and Follow-up Reports.
* Work in conjunction with Compliance and IT to maintain client information to assist with timely submission of deliverables.
* Performs additional duties as assigned which are consistent with the general responsibilities of the position.
?Knowledge of clinical record and child welfare record management.
?Competency and knowledge in administrative tasks.
?Knowledge of Information Technology systems utilized by outpatient services program.
?Ability to deal professionally with all types of people and maintain a pleasant disposition.
?Strong written, oral and interpersonal communication skills.
?Must have good organizational skills, and have ability to prioritize, handle and complete multiple tasks within specified time frames.
?Must be able to work in a diverse, multi-cultural environment and be sensitive to the service population’s cultural and socioeconomic characteristics.
?Must have ability to maintain confidentiality; and consistently exercises discretion and judgment.
?Must be highly motivated and able to work well both independently and with direct supervision.
?Must be 21 years of age (licensing requirement).
?High school diploma or equivalent required bachelor’s level preferred.
?Minimum 1 year experience working in the customer service field.
?Minimum 1 year experience in behavioral health and able to qualify as a BHT or BHPP.
?Possess a valid Arizona driver’s license and be insurable under the agency’s automobile policy.
?Must be computer literate with knowledge of Outlook and Microsoft Office software (i.e. Word, Excel) and the ability to learn other programs.
?Bilingual in English and Spanish preferred.
?Must be able to work flexible schedule.
?Must be able to provide and maintain DPS fingerprint clearance.
?Must be able to meet training and agency compliance requirements for the position.
?May be required to travel for program and agency required meetings.
AzCA is an EEO/Veterans/Disabled/LGBTQ employer