Intake Operations Specialist at Mountainside Treatment Center

Chappaqua, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

22 May, 26

Salary

33.0

Posted On

21 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Portal Management, Scheduling Coordination, Data Accuracy, Communication, Payment Verification, Workflow Streamlining, Client Placement, Demographic Maintenance, Customer Service, Record Keeping, Problem-Solving, Time Management, Proactivity, Initiative, Cultural Competency

Industry

Mental Health Care

Description

Description Intake Operations SpecialistHybrid - New York About the Position: The Intake Operations Specialist plays a critical role in ensuring a smooth, accurate, and supportive entry experience for all new clients. The Intake Operations Specialist serves as the administrative hub of the intake process, owning key non-clinical workflow components including portal setup, form distribution, scheduling coordination, demographic accuracy, communication, and payment verification. The Intake Operations Specialist helps eliminate gaps in communication that can occur when multiple teams and systems are involved, ensuring that clients are appropriately placed, informed, and prepared before beginning treatment. The Intake Operations Specialist works closely with Centralized Intake and clinic-based staff to streamline workflows, improve data accuracy, and reduce administrative burden on clinical teams. This position is primarily remote and requires occasional travel to our outpatient offices in Chappaqua, NY, Huntington, NY, New York, NY, Ramsey, NJ, and Wilton, CT. Candidate must reside in CT, NY, NJ, or MA. Your Role:Intake & Portal Management Create and manage portal accounts for all new intakes Send standardized intake links using approved templates Ensure all required forms are distributed, completed, and properly documented Ensure Client Administered Assessment Series and other required forms are completed prior to admission Monitor form completion status and follow up as needed Scheduling & Coordination Own centralized intake scheduling workflows Coordinate with Admissions to view, enter, and update schedules Manage rescheduling requests and calendar updates Work closely with team to avoid double-booking or miscommunication Identify and resolve scheduling conflicts proactively Monitor cancellations and fill open appointment slots Coordinate in-person intakes with clinic management Client Placement & Data Accuracy Ensure clients are correctly placed in the appropriate Level of Care (LOC) in both Aura and Salesforce Enter team assignments are entered Clean and maintain accurate demographic records Resolve missing or incomplete client information Identify and correct data discrepancies between systems Communication & Client Experience Serve as a centralized communication point to reduce handoff gaps Oversees completion of the intake process in accordance with established protocols, including finances and documentation Send standardized welcome emails including: Client handbook, Program information, Assigned primary clinician as well as initial appointment series, and Process for UToxes (virtual) Provide clear instructions and guidance to clients throughout the intake process Use a supportive, customer-service-forward approach when engaging with clients and families Financial & Documentation Support Confirm that all payment pages are completed, signed, and documented Follow up on missing financial documentation Escalate issues as appropriate to billing or leadership Maintain accurate administrative intake records Performs other duties as assigned to support operational excellence across programs. Responsibilities may extend beyond those listed and may include travel to OPS sites as needed to meet organizational objectives. Qualifications: High School diploma or Equivalent required. Must have proficient computer skills including competence in software applications (such as Microsoft Office Suite, Adobe Salesforce, and Eventbrite) and use of internet applications. Ability to work both independently and collaboratively, as necessary. Awareness and sensitivity to addiction, socioeconomics, and strong cultural competency. Strong oral and written communication skills. Excellent organization and time management skills. Strong problem-solving and follow-up skills; must be proactive and take initiative. Compensation: The base rate of pay for this position is $28.00 to $33.00 per hour. Actual pay is determined based on a number of job-related factors including skills, education, training, credentials, experience, scope and complexity of role responsibilities, geographic location, performance, and working conditions. Benefits: Comprehensive benefit package Paid Time Off (which increases after 1 year with Mountainside) Paid holidays including a Multicultural Holiday 401(k) with employer matching Free meals while working on the Canaan campus Monthly $75.00 wellness reimbursement. Our Wellness Reimbursement benefit is meant to encourage employees to engage in productive self-care to avoid burnout and compassion fatigue. About Mountainside: Mountainside Treatment Center is a dynamic, fast-paced and growing recovery facility that values innovation and an obsession with providing Best in Class service to our Clients. Founded in 1998, we are a leading behavioral healthcare provider dedicated to treating alcohol dependency and drug addiction. Accredited by The Joint Commission and CARF for its high standards of care, Mountainside seeks out passionate and talented individuals to join its staff. We believe that every employee, regardless of position, plays a vital role in our success. Here at Mountainside Treatment Center, we strongly prefer all employees to be fully vaccinated for Covid-19 (including regularly scheduled boosters) and the Flu as recommended by the CDC. Mountainside is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

Responsibilities

The Intake Operations Specialist manages the administrative hub of the intake process, focusing on portal setup, form distribution, scheduling coordination, demographic accuracy, communication, and payment verification for new clients. This role ensures clients are appropriately placed, informed, and prepared before treatment by streamlining workflows between intake and clinical teams.