Job Details

Intake Coordinator
Department: Intake

Schedule: 12-hour shifts (Start date- TBD in the upcoming year)

• NOC: 7:00 PM - 7:30 AM

Position Summary

Intake Coordinators at Ocean View Psychiatric Health Facility play a vital role in ensuring a welcoming, efficient, and compassionate admissions process for individuals seeking psychiatric care. Under the supervision of the Intake Manager and Intake Coordinator Leads, this position is responsible for gathering and verifying patient health information, coordinating admission logistics, and facilitating communication across clinical and administrative teams.

Intake Coordinators serve as a key point of contact for patients and families during the intake process and must demonstrate strong communication, discretion, and empathy. This role requires a high level of accuracy in documentation, multitasking in a fast-paced environment, and the ability to support patients during moments of crisis with professionalism and care.

Key Responsibilities

• Collect relevant health information and conduct pre-admission assessments
• Coordinate patient transportation for safe and timely transitions
• Handle triage phone calls and conduct phone assessments with potential patients
• Verify patient insurance coverage and perform basic eligibility and billing computations
• Collect medical and psychiatric documentation for clinical review
• Communicate patient status and admission approvals with clinical teams
• Notify relevant departments (Nursing, Social Work, Outpatient Services) of patient admissions
• Document all phone calls and relay messages appropriately
• Enter patient data into the Electronic Health Records (EHR) system; admit and discharge patients
• Fax daily census reports to local facilities regarding bed/capacity availability
• Collaborate with the outreach team on referrals, admissions, bed availability, and patient status
• Demonstrate understanding and be compliant with Patients' Rights, LPS Statutes, and Seclusion and Restraint Protocols.

Minimum Qualifications

• High school diploma or equivalent required
• Minimum of two (2) years of experience in a behavioral health, healthcare, or hospital setting (role-specific equivalent acceptable)
• Demonstrated ability to remain calm, composed, and effective in high-stress or crisis situations
• Strong teamwork and collaboration skills across disciplines and departments.
• Demonstrated sound professional judgment; clinical judgment where applicable to licensure/role
• Proficiency in the use of computers and standard keyboard functions for data entry and electronic documentation
• Effective verbal and written communication skills
• Ability to read, write, and communicate fluently in English
• Current CPR, BLS, and First Aid certification, or ability to obtain within 90 days of employment

Preferred Qualifications

• Minimum of five (5) years of experience in a behavioral health, healthcare, or related human-services setting (role-specific equivalent acceptable)
• Prior experience using Electronic Health Records (EHR) systems for documentation and coordination of care
• Proficiency with Microsoft Office Suite (Word, Excel, Teams) and/or cloud-based communication platforms (e.g., Slack, Zoom)
• Bilingual in English and Spanish, or other languages commonly spoken by the patient population
• Crisis prevention/intervention training (e.g., HWC, CPI, PMAB) or de-escalation certification
• Knowledge of HIPAA, Title 22, and other applicable regulatory standards
• Familiarity with trauma-informed care principles and culturally responsive practices
• Leadership experience or demonstrated capacity to mentor others (if applicable to the role)

Benefits

• $2.00/hour shift differential for eligible NOC (overnight) shifts
• Comprehensive medical, dental, and vision insurance for qualifying employees
• 401(k) retirement savings plan
• Supportive, team-oriented work environment
• Opportunities for professional growth, training, and advancement within the organization

Physical & Environmental Requirements

• Frequent walking, standing, sitting, twisting, and bending are required.
• Must possess adequate auditory capacity to communicate clearly and follow verbal instructions.
• May be required to lift and carry objects weighing up to 25 pounds.
• Ability to sit or stand for extended periods of time.
• Must be able to operate standard office and/or clinical equipment requiring repetitive hand movements, manual dexterity, and fine finger coordination, including the use of computers, telephones, and related devices.

Special Conditions

• Employment is contingent upon successful completion of Live Scan fingerprinting, background check clearance, and verification of required licenses, certifications, and education
• Satisfactory completion of professional reference checks
• Must be legally authorized to work in the United States; Ocean View does not provide visa sponsorship for certain roles unless otherwise specified
• Compliance with all applicable federal, state, and local regulations, including California Department of Health Care Services (DHCS), The Joint Commission, and HIPAA standards

• Compliance with all required health screenings and immunizations in accordance with regulatory guidelines and facility policy, which may include tuberculosis (TB) testing, N95 fit testing, annual trainings, and proof of vaccination for certain communicable diseases
• Availability to work evenings, weekends, holidays, or variable shifts as needed, based on operational or patient care needs