Intake Representative (The Guidance Center)

Job Posting: Intake Representative

Location: Long Beach Office, 1301 Pine Ave. Long Beach, CA 90813

Classification/Status: Non-Exempt/ Full-Time

About The Guidance Center (TGC):

The Guidance Center is a private, nonprofit community agency incorporated in California in 1946. We
operate four mental health service delivery sites in southeast LA County, including Long Beach, San
Pedro, Compton, and Avalon (Catalina Island). The mission of TGC is to provide comprehensive mental
health treatment to our community’s most disadvantaged children and their families struggling with
mental illness and abuse, leading them toward a positive and productive future. TGC offers a
competitive benefits package including medical, dental, vision, 403b with employer match, vacation,
and 12 paid holidays.
Summary Statement:

Must be organized and exhibit a strong work ethic, and good interpersonal skills using excellent
oral and written communication skills to assist individuals with obtaining and maintaining
eligibility for services. This will include meeting with each individual in person to conduct an
initial administrative intake and financial screening, verifying that individual’s Medi-Cal
information is accurate and current via the State of California verification process as well as
obtaining copies of individual’s information in order to complete enrollment in Welligent and
Department of Mental Health’s Integrated System. Exercise a common sense understanding in carrying
out directions and/or instructions, both written and oral, and in their handling of routine, minor
problems/situations. Intake Representatives are privy to and possess confidential, protected health
information (PHI) which must be handled with discretion and in compliance with HIPAA, Department of
Mental Health standards and agency’s policies and procedures.
Perform annual financial screenings to verify continuing Medi-Cal eligibility or to determine other
appropriate funding sources. Maintain Certified Application Assistant (CAA) status by participating
in refresher courses, meetings and trainings and keeping abreast of news, articles and resources.
Works well under pressure; meet multiple and sometimes competing deadlines and at all times
demonstrate ethical and cooperative behavior with staff, clients, visitors, and others associated
with The Guidance Center.
Regular attendance is an important factor in employee job performance in order for The Guidance
Center to maintain efficient operations. Employee would be expected to report to work as scheduled
and on time.

Qualifications:

Graduation from high school and specialized training in communications, office work or a minimum of
three (3) years conducting intake assessments and/or financial screenings in a social service agency preferred. Able to communicate effectively and positively in person and on the telephone,
with a good command of the written and verbal English and Spanish languages is highly desirable.
Computer literate in Microsoft Office programs, such as Word, Excel and Outlook. Depending on
position within the agency, may be required to have experience in or possess the ability to learn,
PowerPoint, Publisher, Access or related database management software.
Must have vehicle and maintain a valid CA driver’s license and automobile insurance, or other
reliable transportation to travel to cities in Long Beach, San Pedro, Compton, or other areas in
which the Center has business. Travel may also include travel by charter boat to the Island of
Catalina in Avalon.

Duties (but not limited to):

1. Meet with individuals in person to conduct initial administrative intake and financial screening
in order to complete enrollment in Welligent and Department of Mental Health’s Integrated
Behavioral Health System (IBHIS). The Intake Representative will give the client a copy of the
Consent for Services, along with a copy of the Payor Financial Information and Financial Obligation
Agreement forms, the Notice of Privacy Practices and a copy of the signed Acknowledgement of
Receipt

2. Verification is mandatory and as such verification of individual’s Benefit Information Card
(BIC) and social security card, source of income (paycheck or AFDC check stub) as well as copies of
other designated information individual listed on the Payor Financial Information (PFI) form. Use
the State of California’s Medi-Cal verification system \ to confirm that client Medi-Cal
information is accurate and current.

3. If individual’s financial status is other than Medi-Cal (such as Share-of-cost, Other Health
Coverage (OHC),follow procedures outlined in the agency’s established guidelines such as Intake
Department Procedures, Assigning DMH Pay Sources, Guidelines – Indigent Funding document, or
Department of Mental Health’s Revenue Management Division bulletins. Re- evaluations of client’s
PFI’s must be done on an annual basis. Assist caregivers as needed to clarify insurance status
including explanation of current insurance, answering questions regarding TGC insurance, and
providing support when navigating the medical system.

4. Perform Certified Application Assistant (CAA) functions for those individuals who do not have
a financial source (e.g., no M/C, no insurance) such as providing enrollment materials and/or
eligibility evaluation assistance to determine if the individual/family is eligible for Medi-Cal
through Help active clients restore Medi-Cal, and navigate through the eligibility/SOC/OHC process.
Certified Application Assistant’s (CAAs) are mandated to assist with application completion,
regardless if the individual is a client of the agency.

5. In order to maintain the CAA designation, participate in refresher courses, meetings and
trainings and keep abreast of news, articles and resources. Must have a signed agreement on file
with the Chief Operations Officer and abide by the code of conduct for Certified Application
Assistants.

6. Process field based intakes and upload PDF files in client charts.

7. Process Change of Records Request forms as needed which may include, funding source and/or
client’s address/telephone information. Correct problems resulting from eligibility issues,
demographic information and those issues noted when reviewing reports. Problems may be corrected in
Welligent and IBHIS. .

8. May provide back up support to Mental Health Interpreter to assist with translation services,
receptionists and other designated administrative/support staff.

Equal Employment Opportunities:

The Guidance Center provides equal employment opportunities (EEO) to all employees and applicants
for employment without regard to race, color, religion (including religious dress and grooming
practices), gender, sexual orientation, gender identity, national origin, age, disability,
pregnancy (including breastfeeding and conditions related to breastfeeding), genetic information,
marital status, ancestry or status as a covered veteran in accordance with applicable federal,
state and local laws. The Guidance Center complies with applicable state and local laws governing
nondiscrimination in employment in every location in which the company has facilities. This policy
applies to all terms and conditions of employment, including hiring, placement, promotion,
termination, layoff, recall, transfer, leaves of absence, compensation and training. We are firmly
committed to maintaining a work setting in which people of diverse backgrounds and lifestyles may
grow personally and professionally.
The Guidance Center expressly prohibits any form of unlawful employee harassment based on an
individual’s race, ancestry, color, religion (including religious dress and grooming practices),
national origin, marital status, sex (including sexual harassment and gender identity), sexual
orientation, disability (physical or mental including HIV/AIDS diagnosis), pregnancy (including
breastfeeding and conditions related to breastfeeding), medical condition (cancer and genetic
characteristics), age (40 or over), military and veteran status, or exercising the right to any
legally provided leave of absence in the application of any policy, practice, rule or regulation.
Improper interference with the ability of The Guidance Center employees to perform their expected
job duties is absolutely not tolerated.

How to Apply:

For immediate consideration, please submit resume to humanresource@tgclb.org

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