Job Description:

The Intake Coordinator ensures that the clients who are admitted to GreeneStone are a fit to the facility. The Intake Coordinator works together with the various departments of the facility to ensure a smooth admission process. The Intake Coordinator is responsible for completing all the documentation, assessment tools, financial, transportation needs and any exceptions for those individuals that are admitted to the program. The Intake Coordinator ensures that all of the intake calls are responded to in a professional and timely manner. The Intake Coordinator also maintains the information in the FYI database system and writes accordingly to best practices. The Intake Coordinator is also responsible for reporting statistics and managing the information regarding intakes throughout the calendar year.

It is essential that the Intake Coordinator communicates effectively about the services provided with clients and their family/loved ones to ensure a smooth and seamless customer experience.

The ability to maintain confidentiality of information is essential and boundaries adhered to during this complex process.

Main Duties & Responsibilities:

  • Responsible for responding to all inquiries (email/phone) about the residential treatment services provided along with continuing care in a professional and timely manner.
  • Responsible for maintaining client records (confirmation/payment/extensions) in a confidential manner (hard copy and soft copy on FYI database).
  • Responsible for communicating with residents and family members/loved ones in an effective and professional manner maintaining boundaries.
  • Responsible for using sound judgment based on education, skills and training in their health care profession in completing the necessary fit requirements (intake on FYI database, assist, QOL measure) to ensure a proper fit to GreeneStone. By using a biopsychosocial model the Intake Coordinator will determine the individual treatment plan for all residents that are a fit to the facility.
  • Responsible for managing the admission dates to ensure space is available.
  • Responsible for managing the extension for all residents wishing to stay longer when the clinical team deems it clinically appropriate.
  • Responsible for the financial and transportation arrangements for each resident that have been admitted to the facility.
  • Responsible for ensuring that all inquiries regarding residents that have been admitted that they are directed appropriately to the clinical team in the facility.
  • Demonstrates effective communication with all levels of staff.
  • Demonstrates professionalism in all areas and follows policies and procedures.
  • This job description reflects the Intake Coordinators essential functions; it does not prescribe or restrict the tasks that may be assigned.

Experience/Education/Qualifications:

  • A graduate or undergraduate degree (in Psychology, Social Work or counseling). Registered member in their respected regulated health professional college and in good standing 
  • Experience in multitasking and understanding human behavior, psychopathology, and psycho-dynamics of Mental Health Diagnoses and is familiar with the current DSM criteria (addictions and other mental health conditions – concurrent disorders).
  • Experience in various psycho-dynamic approaches and understands systems thinking and family structure.
  • There is no history of alcohol or other drug misuse for a period of three years before employment as an intake coordinator and does not display evidence of misuse of alcohol or drugs while employed at GreeneStone.
  • Must have the ability to be professional, objective and empathetic while interacting with the residents who are seeking treatment.
  • Ensures that the financial agreements are tracked with all residents that have been admitted along with any transportation requirements.
  • Must be familiar and able to demonstrate knowledge of the principles of the treatment provided on property to engage with potential residents/loved ones.
  • Must demonstrate ethical behavior and sound judgment that supports the GreeneStone standards of care, vision and values.
  • Must maintain certifications and licensure as appropriate.

Knowledge/Skills/Abilities:

  • Computer skills, Intermediate experience with Microsoft Products and Outlook, experience with or willingness to learn to use an electronic medical record (FYI DB).  Must be able to document insights and observations in clinical records in a concise and articulate manner.
  • Proficient understanding of addiction/mental health and recovery philosophy.
  • Must be able to endorse the GreeneStone philosophy that addiction is a primary, permanent, progressive and potentially fatal disease that effects individuals and their families.
  • Must possess a high degree of professionalism and be able to keep information confidential and treat sensitive clinical information with the upmost discretion and respect.

Competencies/Measurements:

  • Responsiveness to inquiries within 24 hours.
  • Successful and smooth admissions.
  • Ensures residents are a good fit by conducted a comprehensive intake – Limited number of those who abandon treatment and or discharged by the clinical/medical staff.
  • Minimal complaints from residents/family and loved ones regarding the information about the services offered by GreeneStone.
  • Assures that the best practices are role modeled – that quality care is given by modeling standards of practice.
    • Direct observation – listening to calls
    • FYI charting/intake/individual treatment plan
  • Assures a level of clinical excellence
    • Direct observation – listening to calls
    • FYI charting/intake/individual treatment plan
  • Resident satisfaction
  • Works in cooperation with the Manager of Admissions/clinical/medical team to ensure that the resident is an appropriate fit.
    • Training with staff.
    • Regular meetings with the Manager of Admissions.

Physical Requirements:

  • While performing the duties of this job, the employee is regularly required to talk, hear, stand, sit and walk. Walking and active participation in resident supervision and activities throughout the campus is required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Must be able to lift and move up to 10 pounds and occasionally lift or move up to 25 pounds.
  • Must be able to work extended hours and complete documentation on daily basis.
  • Must be able to communicate effectively with staff, peers, residents, families and external organizations/agencies.
  • Must be able to travel locally as needed.

Working Conditions:

  • Work environment is based primarily at the treatment facility.
  • Possibility of exposure to use of vulgar statements or caught in messy relationship issues. It is important to maintain boundaries and professionalism at all times.

Interested candidates are encouraged to submit their resume and cover letter in confidence to careers@canatc.ca quoting the job title in the subject line.

GreeneStone Centre for Recovery is an inclusive and equal opportunity employer committed to providing accommodations for all applicants upon request at any stage of the selection process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.