Intake Coordinator

Job Title:Intake Coordinator
Reports to:Director of Clinical Services
Department:Clinic
Supervises:Social Work School Interns
FLSA Status:Exempt
FT/PT:Full-Time

Organization Overview:

The Ackerman Institute for the Family was founded in 1960, and is one of the premier institutions for family therapy treatment, and one of the most highly regarded training facilities for family therapists in the United States. The Institute serves a diverse population of families at all stages of family life by offering a variety of programs that address a broad range of issues and concerns. The faculty at the Institute have achieved national prominence and earned national awards for the development of innovative approaches to family therapy and professional training.

Position Summary:

The Intake Coordinator plays a vital role in ensuring a warm, welcoming, and professional environment for new clients as they begin their journey with our clinic. This position is key to delivering the highest standard of client care and maintaining the operational excellence of the Intake Department. The qualified candidate will oversee the day-to-day operations of the Intake Department and work collaboratively with other departments, including Billing, Compliance, Finance, Training, and Admissions, to ensure seamless integration and adherence to organizational standards and goals.

Essential Job Functions:

Primary responsibilities include:

  • Answer phone calls and emails from clients looking for resources, information, and referrals.
  • Conduct risk, insurance, and availability screens to determine the appropriateness of the clinic for clients and vice versa.
  • Record and maintain accurate documentation of interactions with clients in our electronic health record (E.H.R.) system, ensuring full and accurate patient records are created, maintained, and updated in a timely manner in compliance with NYS, OMH, OMIG, and CMS.
  • Manage the clinic waitlist and assign cases in accordance with applicable standards and priorities (e.g., NYS OMH/OMIG/CMS standards).
  • Maintain open and timely collaborative communication with administrative staff, supervisors, trainees, and other clinic personnel.  Follow and ensure compliance with established business processes to ensure consistency and accuracy.
  • Task supervise, train and guide Social Work School 1st year interns on proper E.H.R. usage and adherence to documentation standards.
  • Provide detailed reporting and metrics as needed to support organizational goals and compliance requirements.
  • Participate actively in clinic team meetings, staff meetings, and required trainings.

Qualifications

  • Bachelor’s degree in Social Work, Psychology, or a related field required.  
  • Bilingual in English/Spanish preferred but not required.
  • Must be proficient with technology to conduct tele-therapy sessions and effectively navigate the Welligent electronic health record system.  
  • Strong organizational skills with a high level of attention to detail.
  • Ability to show initiative, prioritize tasks effectively, and manage time efficiently.
  • Commitment to Ackerman Institute values of inclusion, collaboration, and transparency.
  • Experience with telehealth or hybrid clinical models preferred.

Work Environment:

  • This position will be Hybrid (4 days in-person and 1 day remote).
  • Collaborative clinic setting requiring regular interaction with multidisciplinary teams.

Compensation:

Ackerman Institute for the Family offers a generous compensation package that includes:

  • $52,000.00/year.
  • Eligible employees receive medical, dental, and vision insurance for employees and dependents, largely subsidized by Ackerman.
  • Employer-paid life insurance and supplemental disability insurance.
  • A 403(b)-retirement plan with eligibility for employer match.
  • Generous paid-time-off package.
  • Commitment to work-life balance.
  • Complimentary Admission to Ackerman Workshops.

Welcoming Diversity:

The Ackerman Institute for the Family provides equal opportunities to all individuals regardless of race, religion, national origin, disability, age, marital status, sex, sexual orientation, gender, gender identity or expression, veteran status, or any other status protected by law. It does not discriminate based on any status protected by law. This policy applies to all employment, education, volunteer, and clinical care-related activities or in any other aspect of the Institute’s operation. Black, Indigenous, and people of color; trans, non-binary, and intersex people, especially transwomen; those from poor and working-class backgrounds, immigrants, people with disabilities; as well as people at the intersections of these experiences are highly encouraged to apply.

How to Apply:

Interested candidates should send a cover letter and resume to Human Resources at: bjara@ackerman.org and CC egalvis@ackerman.org with the subject line: “Intake Coordinator.” Only those candidates selected for an interview will be contacted.