POSITION TITLE: Intake Specialist
DEPARTMENT: Health and Human Services (HHS) – Opioid Treatment Program (OTP)
LOCATION: Vancouver, WA
FLSA STATUS: Nonexempt, fulltime
WAGE RANGE: $26.40 - $30.40 per hour

Open until filled, review Date: July 25, 2025

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

Serves as a compassionate first point of contact for individuals entering opioid treatment services. Provides emotional support, gathers intake information, and helps patients access essential resources such as housing, food, transportation, and referrals. Maintains an empathetic, optimistic, and dedicated demeanor in supporting patients as they begin their recovery journey. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, values of CIT and of the HHS department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Maintains availability for patients on a daily basis to assist with critical resources and referrals.
• Ensures optimized intake processes for all patients.
• Assists and refines admission experience for patients.
• Develops and works with agencies and service providers to facilitate coordination and information sharing; provides support services as applicable.
• Provides transportation support, housing referrals and PCP and specialty care coordination.
• Performs patient registration and admission functions, including entering referral data, income verification and insurance data, and ensure data remains up to date over time.
• Establishes and maintains positive working relationships with current and potential referral sources.
• Maintains comprehensive working knowledge of community resources and assist patients in accessing community resources.
• Develops, creates, and maintains a resource file of available social service agencies and assistance providers in the target area for use in referring customers for needed services.
• Serves as the face of the clinic to all patients and visitors, when filling the role of receptionist.
• Answers calls politely and professionally; refers calls to appropriate staff or takes messages; sets or clears call forwarding when necessary; checks for messages with "on call" person or answering machine each morning.
• Performs clerical, receptionist, and communication functions for the clinic as required.
• Schedules new and returning patients with appropriate staff for medical and clinical counseling appointments; records patient attendance, "no shows," and cancellations.
• Participates in staff meetings and works with other administrative staff as required.
• Maintains professional and congenial attitude toward coworkers, patients, agencies, and members in the community.
• Uses appropriate technology to accomplish job functions; understand and utilize available technology such as customer service, communications, and data-gathering tools.
• Assists patients enrolling in Medicaid.
• Serves as Emergency Room liaison.
• Coordinates with jail and probation officials.
• Participates in health fairs, community events, and other events where the target population gathers.
• Collects body fluid samples for patients being admitted to treatment.
• Administers TB, pregnancy, and breath alcohol tests to appropriate patients.
• Labels urine test bottles and prepare specimens for mailing or courier pick-up; re-orders supplies when shipment is depleted.
• Floats to the MA or Front office position when needed.
• Upholds commitment to respectful patient- and family-centered care.
• Upholds patient confidentiality and safety.
• Serves as an advocate for patients and families.
• Communicates and collaborates effectively with physicians/team members, patients, and families.
• Works effectively with multidisciplinary team members.
• Promotes mutual respect and trust working within a team model.
• Follows ethical principles regarding patient confidentiality.
• Maintains and practices confidentiality as required by HIPAA regulations regarding client confidentiality and request/release of information.
• Adapts to changes in safety protocols and procedures.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of basic medical terminology preferred.
• Knowledge of patient registration and healthcare front office preferred.
• Knowledge of policies and procedures related to HIPPA, Medicare, Medicaid and insurance programs.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet and database software programs in a Windows environment including electronic health care systems.
• Skill in data entry with a high level of accuracy.
• Ability to react to frequent changes in duties and volume of work.
• Ability to demonstrate a customer–first attitude and philosophy.
• Ability to listen empathetically.
• Ability to maintain quality, safety, and/or infection control standards.
• Ability to work both independently and in a team environment.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to maintain confidentiality.
• Ability to conduct activity in an ethical manner.
• Ability to analyze and evaluate situations and adopt effective courses of action.
• Ability to follow Cowlitz OTP and Northstar personnel policies.
• Ability to maintain passion for assisting patients under all circumstances.
• Ability to receive constructive feedback, to share opinions, and uphold beliefs.
• Ability to maintain calm, focused, professional, and kind in highly stressful situations.
• Ability to be reliable, flexible, and versatile.
• Ability to maintain humility.

Minimum Qualifications:

• High school diploma or equivalent.
• Current Certified Medical Assistant licensed in the State of Washington.
• One (1) year of office or professional experience.
• A combination of relevant education and related work experience may be considered.
• Must be able to provide health and TB clearance.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing the duties of this job, the employee regularly is required to stand; walk; sit; stop, kneel, bend, or crouch; use hands to manipulate, touch, or grasp objects and materials and type on a keyboard; reach with hands and arms; and perform repetitive tasks. Sufficient clarity of speech and hearing abilities to discern verbal instructions and communicate effectively in person and via telephone. The employee occasionally is required to lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment:

Work is performed in an office and clinical setting. Employee may be exposed to unpleasant odors, bodily fluids, and infectious disease and frequent exposure to dust, fumes, airborne particles and/or allergens. Situations occur where PPE (personal protective equipment) is needed. Work may involve working with hostile, violent or offensive individuals. Overnight travel, weekend, and/or evening work is occasionally required. Tight time constraints and multiple demands are common.