Summary:

The Behavioral Health Intake Specialist serves as a primary access point for individuals seeking outpatient behavioral health services. This position is responsible for welcoming clients, completing intake and admission processes, verifying insurance coverage, collecting required documentation, and providing front desk and administrative support. The Intake Specialist gathers basic clinical information when applicable, assists clients with telehealth access, and ensures all documentation is completed accurately and in compliance with agency policies, regulatory standards, and confidentiality requirements.

Education Requirement:

High school diploma or GED
 

Experience Requirement:

• Ability to accurately collect and document vital signs (training provided)
• Knowledge of insurance verification processes and electronic health record systems
• Strong organizational, communication, and customer service skills

Preferred

• Experience in community mental health settings
• Experience in healthcare, intake, or medical office setting
• Familiarity with Medicaid and safety‑net programs
• Experience supporting telehealth services

Licensure/Certification Requirement:

None

Key Job Responsibilities:

Client Intake and Registration

• Greet clients and facilitate both walk-in and scheduled intake appointments
• Collect required intake documentation, including intake forms, identification, insurance cards, and signed consents
• Create new client records and assign appropriate intake programs or treatment teams
• Verify and enter demographic information, referral sources, pay sources, and client photographs
• Complete all required admission and intake paperwork, including HIPAA forms, financial agreements, and client rights documentation
• Assist clients with telehealth setup, access, and basic troubleshooting
• Provide agency materials and general guidance related to the intake process
• Notify therapists and care team members of pending intakes and/or appointments
• Complete Releases of Information for primary care providers, emergency contacts, and prior providers etc. as needed
• Upload intake forms and supporting documents to client charts
• Maintain accurate, timely, and complete documentation within the electronic health record

Insurance Verification and Financial Screening

• Verify insurance eligibility and network participation using approved payer portals
• Inform clients when insurance is out of network and provide appropriate referral resources
• Complete BHSN and self-pay screenings and collect required supporting documentation
• Run reports that indicate upcoming pay source issues (e.g., BHSN) and assist with resolution
• Enter insurance or self-pay information into the electronic health record (EHR) billing system and clearly document any coverage issues

Front Desk and Administrative Support

• Provide coverage for front desk operations, including answering phones, checking in clients, and supporting clinic flow
• Schedule appointments as appropriate
• Make appointment reminder calls to clients
• Obtain and document vital signs, including blood pressure, heart rate, temperature, height, and weight, when required
• Notify clinical staff of abnormal vital signs according to agency protocols
• Maintain a welcoming, professional, and trauma‑informed environment

• Other Duties as assigned

Knowledge/Skills/Abilities:

• Exceptional written and verbal communication skills, including effective interpersonal and collaboration skills.
• Attention to detail and accuracy.
• Proficient in MS Word, Outlook, Excel and PowerPoint.
• Ability to multi-task.
• Open to change and willing to learn new skills.
• Ability to follow up on pending issues.
• Ability to meet deadlines

Supervision Provided by this Job:

None. 

Physical Demands/Conditions:

Prolonged standing and walking; lifting, turning patients and equipment. Heavy Work - Exerting up to 150 pounds of force occasionally, and/or up to 75 pounds of force frequently, and/or up to 30 pounds of force constantly to move objects. (May be further defined as "with or without assistance.").