Intake Specialist
- Location
- Williamsburg, Brooklyn, NY
- Work type
- Full time
- Posted
- 2026-08-25
Job description
Role Overview:
The Intake Specialist manages the full intake process for new and returning clients across the mental health services provided by companies under Welliant management, ensuring that eligibility, documentation, authorizations, and staffing needs are handled accurately and efficiently. This role conducts a full consultation with each family, guides them through onboarding, maintains clear communication, collects required information, and prepares each case for a smooth handoff to Case Management. Intake Specialists work closely with the Intake Team Lead, HR, and Case Management to maintain timely workflows, reduce delays, and support a consistent, professional intake experience across all programs — documenting every step in full compliance with Welliant standards.
Key Responsibilities:
- ▪ Respond to new inquiries and conduct a full intake consultation with each family, guiding them through eligibility requirements, available services, and next steps.
- ▪ Collect, review, and organize all necessary documentation to prepare cases for authorization and service setup.
- ▪ Submit and track initial authorizations, following up with agencies, schools, and parents as needed.
- ▪ Coordinate with HR to ensure appropriate staff availability for case assignments.
- ▪ Maintain accurate case status updates within internal systems.
- ▪ Communicate timelines, expectations, and requirements to families in a clear, professional manner.
- ▪ Prepare case files for handoff to Case Management once all intake components are complete.
- ▪ Identify potential delays or missing items and proactively address them to keep cases moving.
- ▪ Adhere to all intake-related SOPs, scripts, checklists, and documentation standards.
- ▪ Document every interaction with families, agencies, and providers, ensuring all records and communications are complete, accurate, and fully compliant with Welliant standards.
- ▪ Maintain strict confidentiality of all client and family information and handle every record and communication in full compliance with HIPAA and applicable privacy regulations.
- ▪ Support the Intake Team Lead with reporting, follow-ups, and departmental priorities.
- ▪ Any task as needed.
- ▪ Strong organizational skills with the ability to manage multiple cases and deadlines at once.
- ▪ Professional, consistent communication with families, agencies, and internal teams.
- ▪ High attention to detail in handling documents, eligibility criteria, and authorizations.
- ▪ Ability to follow structured processes while adapting to real-time changes.
- ▪ Reliable documentation, record-keeping, and follow-through.
- ▪ Comfort navigating internal systems and updating case progress accurately.
- ▪ Strong understanding of confidentiality and HIPAA requirements when handling sensitive client information.
- ▪ Experience in intake, administrative coordination, case management, or related work required.
- ▪ Background in human services, education, ABA, or healthcare preferred.
- ▪ Familiarity with authorizations, eligibility requirements, or agency processes is a plus.
