Intake-case Coordinator

1 week ago

Toronto, Canada Allied Psychological Services Full time

**Enquiries: Deb Carman (Office Manager)**

**Intake-Case Coordinator (ICC)**

Allied Psychological Services is a Psychology Practice providing mental health services to youth and adults. We provide a wide range of services to various client groups. As a growing practice we are seeking a full-time position of Intake-Case Coordinator that will be responsible for managing all incoming referrals for service and providing case management services.

**About position**

This is a full-time position that will require you to be physically present working out of either the main Toronto office or the Oakville office.

Main duties will include initial contact with potential clients, responding/generating referrals, gathering basic intake information, documenting information, data gathering and reporting as well as other administrative tasks aimed to enhance, maintain and improve our response to clients. You will need to be able to communicate professionally and effectively with other professionals including contract providers, office staff, lawyers, parole/probation officers, insurance companies.

We have a small office staff, and you will need to work with other staff members to assist with invoicing and other financial issues as well as other office admin duties when needed.

**Reporting Relationship**

You will report directly to the Office Manager who will be your direct supervisor.

You will also work closely with directors on clinical, intake issues, case management and business matters. You will provide monthly data reports on intake data, scheduling, and admin issues at monthly directors' meetings. You will work with other staff to ensure the smooth running of the office.

**Hours**

8am
- 4pm (8hr) Monday to Friday

There is some flexibility on later start times on some days but that would only be based on the needs of the office.

**Responsibilities**
- Responding to client intakes from multiple sources in a timely manner.
- Understanding and responding to clinical needs related to different contract/workflow needs.
- Proctoring, administering and scoring psychological testing
- Communicating with clients and/or referral source to gather necessary intake information.
- Assigning clients, managing wait lists, and working with clinical staff to ensure service is provided smoothly.
- Scheduling clients, services and assisting with scheduling and organizing clinical services on large projects/contracts.
- Ensuring files are complete and ready for initial meetings. Ensuring consent forms have been returned, there is necessary intake information in the file, so the provider is aware of referring issue, has background information and any other issues are noted.
- Closing files (discharge and progress reports) on clients and specific contracts
- Creating, tracking and reporting client data using our office management system and excel. (Intake data, discharge data, tracking information for large projects)
- Coordinating other supports and services required for client appointments (e.g., transportation, interpreter services etc.)
- Submitting final reports and storing fax confirmations of same
- Making client confirmation calls in advance of appointments to confirm attendance
- Answering phones and redirecting calls as required
- Assisting with preparing file requests from clients
- Be able to assist with general administrative tasks
- Coordinating appointments/assessments with contractors and clients
- Daily, weekly, and monthly reporting as required
- Other responsibilities as required.

**Qualifications Experience**:

- 1 year of experience in administrative position in a healthcare setting, Psychology Practice or MVA (Motor Vehicle Accident) industry
- Experience with WSIB and or other insurers.
- 3 years of customer service experience
- University Degree in Administration and/or field with transferrable skills.
- Basic knowledge of or experience with counselling or customer service skills

**Knowledge and Skills**:

- Excellent customer service skills-professional language, tone, and demeanour
- Empathetic and respectful of clients and their circumstances
- Demonstrated communication skills both verbal and written
- Critical thinking, problem solving and reasoning skills to analyze and interpret information
- Demonstrated ability to develop and maintain professional relationships with clients, colleagues, external partners, and providers
- Demonstrated ability to work independently and as part of a team
- Ability to communicate clearly and effectively with all stakeholders
- Extensive experience using Microsoft Office
- Meticulous attention to detail
- Multi-tasking, time management, planning and organizing
- Understand the importance of confidentiality and privacy under PHIPA (Personal Health Information Protection Act)

**Compensation**:
This position offers competitive compensation and is based on experience and qualifications. Health and Dental Benefits are available.

**Salary**: $18.00-$22.00 per hour

**Be

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