Intake Specialist

INTAKE SPECIALIST (FRONT-END SCHEDULING AND REFERRAL COORDINATION) Position Overview Family Services of America is seeking a highly organized and detail-oriented Intake Specialist to serve as the front line of our agency. This role is responsible for managing all incoming referrals, coordinating patient scheduling, and ensuring a smooth and compliant intake process for both outpatient behavioral health and foster care services. This is not a basic administrative role. The Intake Specialist is responsible for maintaining the flow of services, ensuring documentation accuracy, and supporting timely access to care. What You Will Do Serve as the first point of contact for referral partners, families, and community agencies Manage incoming calls, inquiries, and referral communications with professionalism and urgency Receive, review, and process all incoming referrals from DSS, schools, and community partners Ensure all referrals are handled efficiently and routed appropriately Schedule and coordinate intake appointments and ongoing outpatient therapy sessions Manage provider calendars to maximize efficiency and reduce scheduling gaps Collect and verify required documentation, including insurance and intake forms Follow up on missing or incomplete information to prevent delays in service delivery Accurately enter all referral, client, and scheduling data into the Electronic Health Record system Maintain real-time updates to support billing, compliance, and reporting requirements Ensure all intake processes meet agency standards and state regulatory requirements Maintain confidentiality in accordance with HIPAA and DSS guidelines Provide administrative support to ensure smooth daily operations across programs What We Are Looking For Strong experience in patient scheduling, front desk operations, or healthcare administration Ability to manage multiple priorities in a fast-paced, high-demand environment Exceptional attention to detail and accuracy in documentation Strong communication skills and professional customer service approach Ability to problem-solve and follow through on tasks without constant supervision Experience with EHR systems and referral coordination preferred Qualifications High school diploma or GED required Associate’s or Bachelor’s degree in Human Services, Social Work, Psychology, or related field preferred Minimum of 1 to 2 years of experience in patient scheduling, administrative support, or customer service Experience in behavioral health, healthcare, or foster care settings preferred Work Schedule Part-time position with the potential to transition to full-time Work hours will fall within standard business hours of Monday through Friday, 8:30 a.m. to 5:00 p.m. Why This Role Matters You are the first connection families have with our agency. Your ability to move referrals quickly, accurately, and professionally directly impacts how children and families access care. Employment Type: Full Time Years Experience: 1 - 3 years Salary: $15 - $20 Hourly Bonus/Commission: No