Intake SpecialistAt — Guidelight Health

The Intake and Admissions Associate at Guidelight Health, reporting to the Director of Intake, will play an integral role in ensuring timely access to quality care for patients in need of Partial Hospitalization or Intensive Outpatient Services. As the first point of contact for prospective patients and referring providers, this individual will manage inbound referrals, assess patient needs, and guide them through the intake process with expertise, empathy, and efficiency. By setting the tone for what patients can expect from Guidelight, the Intake and Admissions Associate plays a pivotal role in fostering trust, reducing barriers to treatment, and delivering a seamless, concierge-style patient experience from the very first interaction.

Tasks:

• Intake File Audits
• Assist in reviewing client intake packets for completeness and accuracy based on checklists.
• CRM Cleanup & Tagging Project
• Support data hygiene by reviewing and tagging leads in HubSpot, identifying duplicates, or updating statuses.
• Process Improvement Proposal
• Based on observations, draft a short proposal on one area of the intake process that could be improved, including suggested steps.

Training:

• Shadowing & Observation
• Intern shadows seasoned Intake Specialists during client calls and screenings.
• Mock Scenarios & Role-Play
• Practice intake calls, eligibility screenings, and CRM/EMR entries in simulated environments.
• Interactive SOP Walkthroughs
• Guided reviews of standard operating procedures and documentation checklists.
• Live System Demos
• Hands-on training within platforms like HubSpot and Kipu, focusing on real workflows.
• Weekly Supervision & Feedback Sessions
• 1:1s with supervisors to review tasks, reflect on learnings, and plan next steps.

Learning Outcomes:

By the end of the internship, the Intake Specialist should be able to:

• Demonstrate a clear understanding of the Virtual IOP intake process, including eligibility screening, documentation requirements, and EMR usage.
• Accurately enter and manage client data in CRM (e.g., HubSpot) and EMR systems (e.g., Kipu), maintaining data integrity and compliance.
• Communicate professionally and empathetically with clients, families, and providers during initial inquiries and intake coordination.
• Understand and apply HIPAA regulations and internal privacy protocols during client interactions and documentation.
• Collaborate cross-functionally with clinical teams, scheduling, and admissions to support seamless client onboarding.