Intake Specialist

Job Description

Job Description

Description:

At Mindfully, our mission is to promote and provide comprehensive, convenient access to quality mental health care that is affordable, progressive, and personalized.

We are seeking an individual who is passionate about providing outstanding service for those seeking mental health support. This individual is committed to executing with excellence and is a positive contributor to the administrative team culture whose values are cooperative, friendly, and empathetic.

Schedule: Monday through Friday, 8:00am to 5:00pm.

Location: 10290 Alliance Road, Cincinnati, OH 45242

Benefits:

• Health, vision, and dental
• Paid time off
• Paid holidays plus floating holiday
• HSA with employer match
• Dependent care FSA
• Employer-paid Life and AD&D insurance
• Employer-paid short-term and long-term disability
• WellWorks wellness program
• Employee assistance program
• 401k with employer match

Responsibilities:

• Serve as the first point of contact for prospective patients, providing a professional, welcoming, and informative experience.
• Collect and accurately document all required information, including personal details, insurance information, payment method, referral sources, and initial service needs.
• Coordinate and schedule initial consultations, evaluations, or appointments based on patient needs and organizational capacity.
• Maintain thorough, organized, and confidential intake records within CRM and/or EMR systems, ensuring compliance with HIPAA, GDPR, and/or policies.
• Ensuring inbound referrals get tracked, followed up, and scheduled.
• Assist in developing, refining, and maintaining intake forms, checklists, workflows, and standard operating procedures.
• Confirms insurance details needed to assess patient eligibility with insurance; Ensuring credit card is on file and client is supported and prepared for their session.
• Properly advise patients regarding the need for co-payments, referral authorizations, to ensure the patient arrives prepared for their session.
• Responds to and interacts with a variety of individuals including future patients, referring providers, patients, and other administrative team members
• Navigates multiple systems and complex scheduling workflows, phone calls, emails, and fax.
• Accuracy and thoroughness required in electronic and phone communications.
• Support special projects such as, as needed.
• Attend regular department meetings and training sessions to stay updated on new services, intake protocols, technology platforms, and compliance standards.
• Actively contribute to building a culture of service excellence, collaboration, and continuous improvement.
• Handle sensitive or complex intake cases with discretion and compassion, escalating issues appropriately.
• All other duties as assigned.

Qualifications:

• Associate’s degree preferred OR HS diploma with experience in healthcare and/or insurance office, specifically benefits and eligibility, revenue cycle management, or billing.
• Self-starter with exceptional customer service skills - this person brings a track record of handling difficult and emotional conversations while maintaining positive communication (i.e. billing).
• Coachability – willingness to adapt based on learning and needs.
• Problem solver – Thinks independently; raises blockers and can offer possible solutions.
• Experience with and working knowledge of insurance and billing practices in a healthcare setting - able to hit the ground running.
• Experience and comfort with navigating and working within multiple systems simultaneously, specifically Inbox Health, EMR, Kareo experience strongly preferred.
• Strong contributor to the culture.
• Ability to work Monday through Friday, 8am to 5pm.
• Ability to work in Blue Ash, OH.

Compensation:

• Starting at $17 per hour, based on experience and qualifications.

Mindfully Behavioral Health is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and internship. Mindfully Behavioral Health makes hiring decisions based solely on qualifications, merit, and business needs at the time. Furthermore, the Company will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship.