Full Job Description

Family Therapy Associates is a state certified mental health clinic located in New Richmond, Saint Croix Falls, Menomonie, Eau Claire and Rice Lake, WI. We are a team of highly skilled clinicians who offer a warm and supportive environment that invites professional growth and opportunity.

Clinicians at FTA provide office-based services as well as various treatment programs. Family Therapy Associates also provides community based and school-based services. The ideal candidate will be self-directed, work well as a team player, and place high value on professional ethics. Family Therapy Associates offers competitive compensation and opportunity for advancement. We look forward to meeting you!

Position Description: The Intake Coordinator is responsible for representing Family Therapy Associates with professionalism both in person, by phone and through email. The Intake Coordinator will provide support for team members at Family Therapy Associates and both new and existing clients.

Major Areas of Responsibility:

• Serves as primary contact for schools and families regarding services performed in the school setting through the agency’s school-based program.

• Answer phone lines for taking new intakes specific to the school-based program. Return any voicemails received as soon as possible.

• Complete all processes related to a new client (intake) beginning services at the agency including but not limited to obtaining required intake information, scheduling the initial appointment, coordinate with billing specialist related to benefits verification and notes related to such, obtaining signed intake forms, obtaining autopay forms as appropriate and logging on the weekly intake tracking spreadsheet.

• Facilitate client signatures necessary for treatment via DocuSign including following up with clients when signed forms are not returned.

• Respond to appointment requests made via email as soon as possible to offer services.

• Complete reminder calls for upcoming client appointments as appropriate.

• Participate in meetings with the administrative team, supervisor(s), owner(s) or as scheduled.

• Scan clinical documents into client charts in a timely manner.

• Serve as a proponent of FTA’s values, policies, and procedures to promote unity among staff and a healthy work environment.

• Report any and all misconduct or questionably unethical conduct to the supervisor within 24 hours.

• Participate in supporting office morale including communicating needs or ideas related to office manager and/or supervisor.

• Maintain adherence to all ethical and professional standards including but not limited to state statutes, clinical licensing boards, codes of ethics, clinic policies and procedures, employee handbook and clinic manual as well as any policy or procedural changes implemented during employment.

• Adhere to all clinic policies and practices including those outlined in new hire orientation, the employee handbook, and the clinic manual.

• Provide backup for other administrative positions as requested should they be out of the office.

• Facilitate decisions requiring immediate attention in the best interest of the clinic should supervisor(s) be unavailable.

• Required to work at a competitive pace and persistent expectations of a light duty/sedentary requirement as defined by the social security administration.

• Maintain a safe and clean environment as it relates to the lobby as applicable.

• Respond to client complaints with empathy and explain grievance procedures as appropriate when a complaint cannot be resolved at the administrative, Site Lead or Clinical Supervisor level and needs further intervention.

• Perform other duties as assigned.

Required Education, Skills and Abilities:

• Hold a minimum of a high school diploma.

• Ability to engage clients at the beginning and during a phone call.

• Ability to multitask and prioritize a multitude of tasks.

• Ability to respond to clients with empathy, understanding that obtaining mental health services can be a difficult step for many clients.

• Ability to maintain accurate and timely documentation of interactions with clients.

• Ability to maintain professional boundaries, conduct, and a high standard of ethics.

• Skill in maintaining calm and supportive responses with individuals/families in crisis or escalated for other reasons.

• Ability to communicate effectively including clear, timely and respectful correspondence.

• Skill in working independently and implementing time management strategies.

• Ability to receive and implement feedback.

• Ability to provide necessary self-care.

• Ability to demonstrate positive interactions and collaboration with others.

• Awareness of personal strengths and areas of growth.

Conclusion: This job description is intended to convey information essential to understanding the scope, general nature, and level of work performed by job holders within this job but is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.