Lead Intake Clerk

The Lead Intake Clerk is a hands-on position responsible for performing daily intake clerical and scheduling functions while serving as a resource to fellow Intake Clerks. This role supports the coordination of daily workflows, timely staffing of patient cases, and effective communication among intake personnel, clinical staff, and management.

The Lead Intake Clerk helps ensure efficient intake operations, accurate scheduling, and continuity of patient care by supporting established procedures, assisting team members, and proactively identifying and escalating operational concerns.

Success in this position is demonstrated through timely and accurate scheduling, effective workflow coordination, strong team collaboration, and consistent adherence to agency policies and procedures.

PRIMARY RESPONSIBILITIES:

1. Performs daily clerical and administrative functions in support of clinical intake staff.
2. Assists with coordinating daily workflow, prioritizing assignments, and supporting fellow Intake Clerks.
3. Provides guidance and assistance to team members regarding established intake procedures and scheduling processes.
4. Coordinates scheduling and staffing of skilled nursing services in accordance with agency guidelines.
5. Ensures appropriate staffing of patient cases based on clinician availability, patient needs, and agency requirements.
6. Maintains accurate nurse availability lists, COC schedules, time-off records, and scheduling logs.
7. Confirms weekend and on-call coverage and communicates scheduling changes to appropriate personnel.
8. Ensures pertinent intake information is forwarded to the assigned COC prior to the initial patient visit.
9. Monitors and communicates delays involving Start of Care (SOC) and Not Taken Under Care (NTUC) cases.
10. Identifies potential staffing shortages, scheduling conflicts, and workflow challenges and escalates concerns to appropriate management.
11. Assists with onboarding and training new Intake Clerks and serves as a resource for routine workflow questions.
12. Supports accurate documentation, timely communication, and compliance with established agency policies and procedures.
13. Provides telephone coverage and responds to routine intake and scheduling inquiries.
14. Maintains effective working relationships with intake personnel, clinical staff, and management to support efficient operations.
15. Performs other related duties as assigned by the Director of Intake.