Role and Responsibilities

• Coordinators will screen all incoming call for potential patients seeking for mental health or substance abuse care with YFT-BHS during the hours of 9am to 5pm Monday through Friday working out of our Main Campus at the YFT-Administrative/BHS Pruitt Center.
• Coordinator will check in patients for face to face appointments and collect any copays.
• Coordinators will communicate with their assigned office directors and/or clinicians to get their intake appointment slots. (If there are no slots available due to clinicians schedules not being updated, then intake coordinators will inform the onsite director of that office and cc the Senior Clinical Director at YFT-BHS).
• Coordinators will maintain a clear understanding of Clinician availability, area of specialty, and the clinicians insurance company eligibility and uses this knowledge when scheduling new clients. As well as booking Clinicians intake appointment on their schedule on AdvancedMD.
• Coordinators will refer out any potential patients who do not meet the criteria for YFT-BHS services. Individuals whose presenting needs meet criteria, but are complex the intake coordinator will staff with Senior Clinical Director or VP of YFT-BHS.
• Coordinators ensure the patient name, home address, gender, date of birth, social security number, financial class, contact phone number(s), contact email(s), race & ethnicity, and preferred language are entered into the database for each new patient.
• Coordinators will obtain insurance pre-authorization for new patients as needed.
• Coordinators will assist new patients with grant eligibility if applicable.
• Coordinators will ensure insurance policies, insurance carrier, insurance ID, premium, deductibles and copays are entered within the database for each new patient.
• Coordinators will inform the new patient about any deductible, copay, cost share, or co-insurance.
• Coordinators will verify insurance eligibility for the new client and determine if patient has primary and secondary policies and enters the information into the database.
• Coordinators will add a copy of the new patients insurance card into the database and upload into chart files on AdvancedMD. Coordinators will make the responsible party the parent of any new patient is a minor and under 18 years old.
• Coordinators will inform the patient the policies of YFT-BHS, such as completing the intake paperwork prior to the appointment, submitted any documents if need prior to the appointment, informing client that counseling are only conducted during the weekdays, and intake appointment will be done virtually.
• Coordinators will create for the identified client a patient portal and will assure that the patient can get into the portal. Will assist patients with resetting portal password if needed.
• Coordinators will inform patients that all intake paperwork will be sent to their patient portal such as BHS Service Agreement, HIPPA Notice, Rights and Responsibilities, Demographic information, Adult or Child Nutritional Screening, and Brief Pain Inventory Screening.
• Coordinators will check periodically the patient forms on AdvancedMD to review and accept all forms that have been submitted.
• Coordinators are responsible on getting all intake paperwork completed from the patient prior to the intake appointment. If paperwork are incomplete by the appointment date then coordinators will cancel the appointment.
• Coordinators will ask for any legal documents, such as custody orders if parents are divorce/separated, discharge paperwork (if needed), and written statements (if needed).
• Assist Finance with the submission of insurance claims when necessary
• Retrieve monthly cancellation data and communicate to insurance companies
• Assist with special projects as needed
• Attendance at all training mandated by YFT.
• All duties and responsibilities will support meeting the structured program of care outlined in DBHDS and DSS state standards (DBHDS: 12VAC 35-46-800; DSS: 22 VAC 40-151-720).
• Other duties as assigned by the CEO, CFO, Controller.

Required Trainings: Standard Precautions; Emergency Preparedness and other assigned trainings per human resources or your Supervisor.