Intake and Authorizations - Cultivate Behavioral Health and Education : Job Details

INTAKE AND AUTHORIZATIONS COORDINATOR (IAC)JOB DESCRIPTION Last updated: February 26, 2025 Specifications are intended to reflect all duties performed within the job. Job Summary The Intake and Authorizations Coordinator (IAC) oversees the coordination of the intake process and maintenance of ongoing patients' authorizations. Through overseeing and executing the process of gaining initial insurance authorizations and coordinating with multiple internal and external key stakeholders, the IAC assists the patient through the intake process and assists in maintaining contract compliance throughout the authorization period, then coordinates the efforts to obtain follow up authorizations with multiple internal and external key stakeholders. Duties and Responsibilities • Partners with the Family Lead Coordinators, Operations Managers, and Clinical Managers to seek and maintain initial and ongoing authorizations and assist families through the intake process for multiple assigned locations/regions. • Coordinates with parents, Family Lead Coordinators, Clinical Managers and BCBAs to obtain all needed information and documentation to be able to seek authorizations • Maintains clear and effective documentation on patient communication, statuses, and calls in designated tracking systems and reviews this information with the team on a regular basis • Is responsible for managing the Intake Pipeline to ensure all key components are abiding by timelines so that we meet our monthly goals and effectively launch clients • Is responsible for managing the Active Census Pipeline to ensure clinical staff is abiding my timelines so that authorization requests are submitted to insurance within the payers turnaround time. • Oversees the completion, collection, and maintenance of new client intake documentation in accordance with company intake policies and processes. • Manages patient files and ensures confidentiality of all Protected Health Information (PHI) in accordance with HIPAA Privacy Rules on an ongoing basis. • Coordinates with Clinical Managers and clinicians to respond to insurance requests and questions • Works with the Revenue Cycle Management team to assist in rectifying denied claims • Regularly liaise with insurance company representatives via phone, email, and fax to gather patient benefit information, verifies patient eligibility, follows up on authorization requests, and escalates concerns. • Communicates to key stakeholders including guardians, Family Lead Coordinators, BCBAs, Clinical Managers, Practice Managers, Operations Staff, Revenue Cycle Management, and Leadership regarding patient intake and authorization statuses, barriers, benefit coverage, and cost of care. • Seeks to gain extensive knowledge of the insurance landscape, reporting changes to the local office/clinic and company leadership • Works within varying systems to manage intake and authorization processes including, but not limited to, Salesforce, NPA Works, CallTower, and Microsoft 365 Products: Teams, Planner, SharePoint, Outlook, OneNote, PowerPoint, OneDrive, Word, and Excel, Calls (phone system). • Adheres to time and attendance policies and maintains a record, in good standing, of regular and reliable attendance and punctuality, to provide quality and consistent patient care • Adheres to Cultivate Management Corp policies and procedures • Works annual projects and other special projects • Performs other duties as assigned to the IAC Role by the Intake and Authorizations Manager Qualifications • 1-2 years of related experience. • Minimum of (1) year experience in healthcare • Experience in health care practice management systems • Associates degree in related field or some college preferred. • Consistently engages in ethical and professional behavior • Process driven, detail-oriented • Ability to work and collaborate effectively with internal and external stakeholders from wide ranging backgrounds • Ability to maintain organization and structure within day to day tasks and responsibilities • Ability to work with the families of patients, to build rapport which will contribute to the patients' overall success and quality of care • Excellent communications skills, both written and verbal • Proficient in the use of the Microsoft Office 365 suite, including SharePoint, Excel, Word, PowerPoint and Outlook email and Calendar • Highly motivated and energetic during work hours and maintains an excellent record of regular, predictable attendance and punctuality • Positive attitude and friendly demeanor • Ability to work independently and values being a contributing member of a collaborative team • Excellent time management skills and the ability to deliver timely results while managing multiple projects with competing priorities • Ability to remain flexible when unforeseen circumstances require changes or modifications to schedules • Independently seeks professional development and maintains an attitude as a continuous learner • Ability to successfully pass background and drug screens Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. 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