Intake Coordinator – Springfield


This is routine work following established procedures. Work involves conducting admission interviews and entering admission date into an electronic health record, preparing documents for billing, checking data for completeness and accuracy, recording, entering, and retrieving information in an automated database and preparing invoices for payers. The Intake Coordinator receives direct supervision from the Accounts Receivable Supervisor and receives indirect supervision from the on-site Program Manager.


Work may include, but is not limited to, the following examples:

  • Remains alert during working hours; attends work as scheduled, and complies with the attendance policy.
  • Conducts admission interviews and enters required admission information into the electronic health record and/or other automated databases.
  • Accurately identifies new admission payment information and enters it into an electronic record. Identifies appropriate service payment options and prepares itemized claims following payer coding and other protocol requirements.
  • Establishes an effective professional rapport with consumers during the admission process as well as their family members when appropriate. Receives positive consumer satisfaction reports and positive response from consumers.
  • Relieves Front Desk Engagement Specialist when necessary, ensuring that all calls and guests are provided customer service.
  • Provides assistance to Front Desk Engagement Specialist to ensure incoming calls are answered by the third ring.
  • Maintains a professional, cooperative working relationship with supervisor, other staff, and supports teamwork.
  • Coordinates insurance payments with state, federal, and self- pay options. Maintains contact with payer representatives and follows-up on problem claims to resolve.
  • Enters billing information utilizing established codes and protocols, updates, and/or retrieves consumer and service delivery information in an automated database system.
  • Prepares and reviews billing documents for accuracy and completeness, computes amounts due, and submits records of transactions to payers for payment.
  • Compiles and maintains billing and related documents and records in organized manner in accordance with agency and regulatory requirements; ensures completeness and accuracy of information. Compiles and maintains lists and records, using typewriter or computer.
  • Responds promptly to billing inquiries from staff and consumers. Reconciles billing errors.
  • May collect payments from consumers and prepares receipts for payment. Handles payment transactions in accordance with agency policies, including reconciling payments and receipts.
  • May prepare the monthly billing invoices consistent with policy and procedures.
  • Attends staff meetings and training, when required and contributes.
  • Effectively operates standard office equipment i.e. computer, calculator, copy machine, etc.
  • Copies, sorts, collate, and assemble materials. Sorts and files documents alphabetically, numerically or by other established methods; removes and returns requested material from files; prepares file folders by subject, name or other headings.
  • Complies with Dress Code. Dresses in appropriate business attire; is well groomed and is professional in appearance.
  • Complies with agency policies and procedures and internal operating procedures of the Program.
  • Complies with all requirements of HIPAA Privacy and Security Act. Complies with regulations pertaining to the confidentiality of consumer protected health information.
  • Complies with Code of Conduct and Corporate Compliance Policy. Reports violations immediately.
  • Performs other related work as assigned.



  • Knowledge and application of elementary mathematics
  • Working knowledge of computer
  • Good oral and written communication skills that include reading, writing and speaking the English language
  • Skills in keyboarding and use of a personal computer
  • Skill in organizing materials
  • Skill in preparing spreadsheets and reports
  • Ability to enter information into an automated database with a high degree of accuracy and speed
  • Ability to proofread detailed materials for accuracy and completeness.
  • Ability to work with numbers to avoid errors and recognize errors made by others
  • Ability to use coding systems
  • Ability to establish and maintain billing records; use filing systems; and to retrieve and compile data
  • Ability to quickly adapt to specific office practices with speed and accuracy
  • Ability to maintain a high standard of ethical conduct; exhibit honesty, integrity and ethical behavior
  • Ability to work harmoniously with employees, applicants, recipients, and the general public
  • Ability to handle confidential information appropriately


The following education and experience qualifications are the minimum requirement used to admit or reject applicants for consideration.

 Possession of a high school diploma or a GED certificate.


One (1) year successful keyboarding work experience in general office, clerical or support service environment. Training from a vocational or business school in office management, secretarial science or closely related area of coursework from an accredited college or university may substitute on a month for month basis for the stated experience.


Successful work experience keyboarding insurance, Medicaid and Medicare claims and with billing software programs.


  • No candidate may be considered for employment who is, or has been for the past two (2) years under the supervision of Federal, State, County or Municipal Corrections Department nor have any pending felony or misdemeanor charges other than minor traffic charges.
  • Driving may be required for this position. The successful candidate must have and remain in possession of a valid current driver’s license, automobile insurance, and be insurable under the agency’s motor vehicle insurance policy.
  • All candidates for employment must meet the established minimum qualifications for employment as identified by the applicable regulatory agencies.
  • Current certification in CPR and First Aid may be required for this position.
Apply Now See All Jobs