Intake Coordinator (Intensive Outpatient/Partial Hospitalization Program)

Clarity Clinic stands at the forefront of mental health and wellness, offering innovative and compassionate care. Our mission is to provide the best quality in mental health care and make holistic care easily accessible and seamless to our patients. Our team of Psychiatrists, Advanced Practice Providers and Therapists offer the latest medication and therapy treatment as we help guide our clients towards mental wellness and a balanced personal and professional lifestyle. Clarity Clinic is proud to be acknowledged as one of the top clinics to work for in the greater Chicago area! We're dedicated to actively fostering a robust and positive work culture.   

Clarity Clinic is seeking a dedicated and detail-oriented Intake Coordinator to manage the intake process for our Partial Hospitalization Program (PHP) and Intensive Outpatient Program (IOP). This role is crucial in ensuring that prospective patients experience a seamless transition into our care, starting from the initial inquiry through to program admission and ongoing treatment management. 

Compensation: $55-80k (commensurate to years of experience to years of experience and licensure). 

Location: Clarity Clinic (Evanston Clinic) 501 Davis St, Evanston, IL 60201

In this role, you will:  

• Inquiry/Referral Management: 
  • Respond to patient inquiries and referrals within 24 hours to ensure timely access to care. 
  • Manage external referrals from clinicians and internal referrals from Clarity Clinic staff. 
  • Collect necessary insurance information from patients or referral sources and conduct benefits checks.
• Benefits Check: 
  • Verify patient insurance coverage and understand plan specifics, including IOP/PHP coverage and pre-authorization requirements. 
  • Use the provided resource document to facilitate insurance verification and communicate coverage details to patients.
• Screening Call & Financial Discussion: 
  • Conduct initial screening calls to assess patient urgency and appropriateness for PHP/IOP. 
  • Discuss financial aspects and insurance benefits with patients to prepare them for the intake process.
• Assessment & Level of Care Recommendation: 
  • Schedule and conduct comprehensive intake assessments using tools such as PHQ-9 and GAD-7.
  • Perform a thorough biopsychosocial assessment, including medical history, psychiatric history, substance use, and risk assessment.
  • Collaborate with clinical staff to determine the appropriate level of care and set preliminary treatment goals. 
• Initial Insurance Authorization 
  • Submit pre-authorization requests in line with insurance guidelines to ensure coverage for the patient’s treatment. 
• Admission to Program 
  • Provide a detailed orientation to patients, including program schedules, expectations, and rules.
  • Distribute educational resources and schedule follow-up appointments to maintain patient engagement.
• Treatment Planning: 
  • Facilitate collaborative goal setting with patients and review treatment goals and progress during weekly multidisciplinary team meetings. 
• Comprehensive Documentation 
  • Ensure all intake forms, assessments, and treatment plans are accurately documented in the Electronic Medical Record (EMR) system. 
  • Maintain compliance and continuity of care through proper documentation practices. 
• Manage Ongoing Assessments  
  • Monitor patient progress and adjust treatment plans as necessary. 
  • Track patient treatment days and complete continued stay reviews in a timely manner. 

• Discharge Planning & Execution: 
  • Begin discharge planning at the time of assessment and ensure patients have adequate referrals and follow-up appointments prior to discharge.
  • Facilitate a smooth transition of care by coordinating with outpatient providers. 
• Continuous Improvement: 
  • Seek feedback from patients and staff to identify areas for process improvement.
  • Participate in ongoing training and development to stay current with best practices and clinical guidelines. 

Benefits and Perks:   

• Comprehensive benefits package including health, dental vision, EAP services and more. 
• $500.00 professional development reimbursement stipend 
• $100.00 Wellness Stipend reimbursement to support your own self-care routine!
• 10 days of PTO (80 hours) plus up to 5 accrued sick/wellness days.
• 6 Company holidays
• 2 CME days 
• 401k match up to 4%.
• Opportunities for growth and professional development.  
• PTO accrual

Qualifications and Minimum Requirements:   

• Ideal candidate will have any of the licensures (in the state of Illinois): LSW/LPC/AMFT/LCSW/LCPC/LMFT/PsyD - OR be a: Masters of Clinical Counseling / Masters of Social Work.  
• Experience in group, family, and individual therapy.  
• Experience in working as an Intake Clinician administering the Biopsychosocial assessment, highly preferred.
• Experience verifying patient insurance coverage and an understanding of IOP/PHP coverage/ pre-authorization requirements preferred. 
• Experience working with an array of populations, diagnoses, including co-occurring disorders. 

We celebrate diversity when it comes to all backgrounds and identities, and we encourage applications from minorities, LGBTQ+ individuals, candidates of all ages, and nontraditional backgrounds. Clarity Clinic an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.