Intake Specialist (Full-time) (Lake View Terrace, CA)


Reporting to the Sr. Program Director the Intake Specialist is responsible for being the first point of contact for all referrals coming into the programs of mental health, substance abuse treatment, and wraparound.  This role is responsible for the processing of referrals, communicating with county systems, and ensuring access to care timelines are followed and met.  Representing Phoenix House to callers, clients, and visitors in a friendly, professional manner


  • Completes the initial data gathering for any/all referrals in all outpatient programs including DMH and OPSA
  • Completes initial screening for all new referrals and schedules intake based on intake calendar.
  • Provides clinician with intake documentation.
  • Verifies clients Medi-Cal eligibility.
  • Enters new client information into Exym and county systems (IBHIS and Sage)
  • Updates access to care system with county (SRTS, SRL log)
  • Attends network adequacy county meetings and stays abreast of access to care policies and protocols.
  • Communicates status of referrals with site supervisors and referring parties.
  • Sends out letters to clients/families and referring parties as instructed re: intake appointments. 
  • Monitors and ensures that service providers submit reports in a timely manner.
  • Inputs data and maintains data base files as required
  • Sends out and tracks various letters, records and documents.
  • Performs clerical duties, which include routine typing, filing, copying, faxing, completing and submitting Agency forms, data entry, and distributing Agency communications.
  • Assists in assuring all safety and health standards are followed and respond to safety issues within the facility in a timely manner; ensures security by locking/unlocking cabinets and/or doors in accordance with instructions.
  • Maintains confidentiality clients, families, and operations of the agency.
  • Develops and maintains administrative and clerical skills through seminars, workshops, or other forms of training/education. 
  • Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, completes all training on time
  • Provides back up coverage of the receptionist's desk as needed for lunch, vacations, illness, etc.
  • Attends and participates in program and all staff meetings
  • Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others
  • Other duties as assigned


  • High School diploma or equivalent required
  • Minimum 1 year of administrative assistant experience
  • Experience with intake or admissions a plus


  • Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For- Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking
  • Proficiency in MS Office systems
  • Understanding of telephone/switchboard operations
  • Ability to utilize an electronic healthcare record
  • Establish and maintain effective working relationships with others
  • Communicate effectively with others both orally and in writing
  • Ability to work effectively in a fast-paced changing environment
  • Ability to establish and consistently enforce appropriate boundaries with patients
  • Ability to model positive behavior and demeanor
  • Excellent time management and organizational skills
  • Ability to be flexible; problem solver, self-directed; customer service-oriented, and collaborative
  • Skills and ability to engage and develop a rapport with patients and families of various backgrounds
  • Bilingual in Spanish preferred

Location: Lake View Terrace, CA

Job Number: 408