Intake/Front Desk Specialist

Position Description

Intake Front Desk Specialist


The Intake Front Desk Specialist provides administrative support to the clinical team. The Intake Front Desk Specialist will report directly to the Program Team Coordinator or Behavioral Health Manager, is responsible for scheduling, coordinating care with outside agencies, interact with internal and external customers, along with general day-to-day office duties.

Essential Duties

This position includes, but is not limited to, the following essential functions:

· Treat people we serve with dignity and respect.

· Work as a team member with other staff to provide quality service to the people we serve.

· Interact in the community with other agencies, representing Trivium Life Services.

· Will be aware of and comply with all HIPAA regulations in coordination with the HIPAA Compliance Officer.

· Will abide by all Trivium Life Services Corporate Compliance policies and Code of Ethics.

· Maintain the organization and operation of the front office, to include but not limited to, greeting clients/visitors, answering phones, scheduling, and data entry.

· Manage the intake process and coordinate treatment appointments.

· Communicate with referral source on client progress.

· Must maintain electronic filing system in an efficient and orderly manner.

· Complete trainings as identified by Clinical Supervisor.

· Other duties as assigned.

To perform the Intake Front Desk Specialist job successfully, the individual must be able to perform each essential responsibility satisfactorily.

Knowledge, Skills, and Abilities

· Builds and develops internal and external relationships, creates partnerships, builds trust, share ideas, and accomplishes work.

· Embraces change and sets goals that align with the company's vision.

· Encourages and inspires others through positivity, vision, confidence, challenges, and recognition.

· Able to gather and evaluate information that leads to smart decisions.

· Provides clear communication and shares information regularly and concisely.

· Holds themselves accountable for their performance.

· The ability to follow and lead by example the Company's mission to empower individuals and to actively seek out opportunities for an enhanced quality of life.

· Committed to self-improvement.

· Knowledge and experience in intake coordinator functions including, data entry, filing, answering phones, customer service.

· Ability to multi-task and complete assignments when due.

· Ability to coordinate care, delegate tasks, provide referrals and problem solve as needed.

· Maintain appropriate boundaries when working with clients and peers.

· Demonstrate good oral and written skills and abilities for communication and attention to detail.

· Utilize time management and organizational skills as well as a team-oriented attitude.

· Be proficient in Microsoft Office tools as well as exhibit an ability to learn and utilize electronic health record (EHR) system effectively.

Physical Demands

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Intake Front Desk Specialist's job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of this position. While performing the responsibilities of the Intake Front Desk Specialist job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is often required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close and distant vision.

Working Conditions Working conditions are normal for an office environment. The noise level in the work environment is usually quiet to moderate.


The Intake Front Desk Specialist will have the following experience and attributes:

· Graduation from high school or GED; some college coursework preferred.

· Administration/front office experience in an outpatient/residential health setting preferred.

Confidentiality Statement

I acknowledge and understand that I may have access to confidential information, including Protected Health Information (PHI), regarding employees, clients, or the public. In addition, I acknowledge and understand that I may have access to proprietary or other confidential information or business information belonging to Trivium Life Services. Therefore, except as required or permitted by law, I agree that I will not:

· Access or attempt to access data that is unrelated to my job duties at Trivium Life Services.

· Access or attempt to access Protected Health Information (PHI) beyond my stated authorized HIPAA access level.

· Use or disclose to any other person, or allow any other person access to, any information related to facility that is proprietary or confidential and/or pertains to employees, students/interns, clients, or the public. Use or disclosure of information includes, but is not limited to, verbal discussions, FAX transmissions, electronic mail messages, voice mail communication, written documentation, "loaning" computer access codes, and/or another transmission or sharing of data.

· Use or disclose Protected Health Information (PHI) for use in violation of HIPAA regulations.

I understand that Trivium Life Services and its employees, clients, or others may suffer irreparable harm by use or disclosure of proprietary or confidential information and that facility may seek legal remedies available to it should such use, or disclosure occur. Further, I understand that violations of this agreement may result in disciplinary action, up to and including, termination of my employment.

Statement of Understanding

I have read and understand the above position description. I assert that I can perform all essential job functions, meet the physical requirements of this position, perform satisfactorily in the stated working conditions, and satisfy the expectation for regular attendance.

Applicant Signature Date


Interviewer/Supervisor Signature Date