Intake Director/Manager

JOB DESCRIPTION

Department: Substance Use Disorder (SUD) & Mental Health Rehabilitation Services (MHRS)
Position Title: Intake Director/Manager
Reports To: SUD Clinical Director and MHRS Clinical Director
Supervises: Clinical Intake Coordinators/Specialists, Administrative Staff, Authorization/Eligibility Personnel, and Department Schedulers
Classification: Independent Contractor
Location: Washington, DC
Regulatory Framework: DC Department of Behavioral Health (DBH), 22-A DCMR Chapter 63 (SUD) and Chapter 34 (MHRS)

I. POSITION SUMMARY

The Intake Director/Manager is responsible for overseeing and managing the administrative admission, enrollment, authorization, discharge, and disenrollment processes for consumers receiving services through Creative Pathways, Inc.'s SUD and MHRS Programs.

The position ensures that consumers entering or exiting either program are processed accurately, efficiently, and in accordance with applicable DC DBH regulations, Medicaid requirements, and organizational policies.

Working collaboratively with the SUD and MHRS Clinical Directors, the Intake Director/Manager oversees administrative intake operations, monitors the completion of required clinical assessments and treatment documentation, manages Medicaid eligibility verification and MHRS authorizations, and ensures timely discharge processing and accurate electronic health record (EHR) documentation.

The Intake Director/Manager provides operational leadership and oversight to intake personnel and maintains accountability for the effectiveness, accuracy, and regulatory compliance of intake and discharge operations.

II. ESSENTIAL DUTIES AND RESPONSIBILITIES

A. Administrative Intake and Consumer Enrollment

- Direct and oversee administrative intake and enrollment activities for the SUD and MHRS Programs.

- Ensure completion and proper documentation of required administrative intake materials, including:

Consumer demographic and initial profile information.

- Program admission and enrollment forms.

- Behavioral Health Supplemental Data (BHSD).

- Initial behavioral health screening forms.

- Consent for treatment and acknowledgment forms.

- Releases of Information (ROIs).

- HIPAA Privacy Practices and confidentiality acknowledgments.

- Consumer Rights and Responsibilities.

- Emergency contact information.

- Program orientation and acknowledgment of services.

- Additional DBH- and Medicaid-required documentation.

- Verify Medicaid eligibility and enrollment status before admission and routinely throughout the consumer's participation in services.

- Identify duplicate enrollments, conflicting services, and eligibility concerns requiring coordination.

- Ensure administrative intake documentation is accurately uploaded into the EHR.

- Maintain an organized intake tracking system identifying pending, completed, and incomplete admissions.

B. Clinical Intake Coordination and Compliance

- Collaborate with the SUD and MHRS Clinical Directors to ensure timely completion of required clinical intake documentation.

- Monitor and track completion of:

Comprehensive Diagnostic Assessments (DA).

- Initial Person-Centered Treatment Plans.

- PHQ-9 and GAD-7 screenings.

- Columbia Suicide Severity Rating Scale screenings, as indicated.

- DLA-20 functional assessments, as applicable.

- Co-Triage or approved SUD screening tools.

- ASAM Continuum assessments for SUD consumers.

- SUD Level of Care (LOC) determinations.

- Psychiatric and nursing assessments, as required.

- Additional clinical assessments required for authorization and admission.

- Coordinate with licensed clinicians to ensure diagnoses, treatment recommendations, and clinical documentation are completed within applicable regulatory timelines.

- Notify the appropriate Clinical Director of missing assessments, incomplete documentation, or delays affecting admission or authorization.

- Ensure that clinical assessments, diagnoses, ASAM determinations, and treatment decisions remain the responsibility of appropriately qualified clinical personnel.

C. MHRS Authorizations and Comagine Management

- Oversee the MHRS authorization and reauthorization process through Comagine Health.

- Establish and maintain tracking systems for initial authorizations, expiration dates, and reauthorization deadlines.

- Coordinate MHRS authorization updates on the applicable 180-day cycle, or earlier when required by the authorization or payer.

- Ensure the Intake Team uploads required supporting documentation into the appropriate systems, including:

Updated Diagnostic Assessments, when required.

- Current Person-Centered Treatment Plans.

- DLA-20 assessments.

- Supporting clinical documentation and medical necessity information.

- Additional documentation required by Comagine or DHCF.

- Work closely with the MHRS Clinical Director and clinical staff to resolve missing documentation and authorization deficiencies.

- Monitor pending, approved, denied, and expired authorizations and communicate concerns promptly to clinical leadership.

- Maintain accurate authorization records to support service continuity and billing compliance.

D. Medicaid Eligibility and Enrollment Monitoring

- Oversee Medicaid eligibility verification for newly admitted and currently enrolled consumers.

- Establish routine eligibility checks to identify inactive coverage, insurance changes, and enrollment discrepancies.

- Coordinate resolution of eligibility concerns with consumers, clinical staff, and appropriate administrative personnel.

- Maintain Medicaid verification documentation within the EHR.

- Notify leadership of eligibility or authorization concerns that may interrupt services or affect reimbursement.

- Collaborate with the billing department to reconcile enrollment, discharge, and authorization discrepancies.

E. Consumer Discharge, Disenrollment, and Case Closure

- Oversee the administrative discharge and disenrollment process for all SUD and MHRS consumers.

- Collaborate with the Clinical Directors and assigned clinicians to identify consumers requiring discharge due to:

Successful completion of treatment.

- Transfer to another treatment provider.

- Consumer-requested withdrawal.

- Extended inactivity or nonparticipation, following required outreach and clinical review.

- Loss of eligibility or other program-related circumstances.

- Ensure discharge decisions receive appropriate clinical review and that consumers receive appropriate notice, referrals, and transition planning.

- Confirm that assigned clinical staff have completed the required clinical discharge summary before administrative closure.

- Once clinical discharge documentation is completed and approved, direct Intake Team personnel to:

Verify discharge documentation is complete.

- Update consumer enrollment and discharge status in the EHR.

- Close the appropriate program episode.

- Complete applicable administrative disenrollment procedures.

- Record discharge dates and reasons.

- Update the discharge tracking database.

- Ensure consumers transferring to other providers receive appropriate administrative assistance and coordination, consistent with confidentiality requirements.

- Maintain accurate discharge reports identifying completed closures, pending discharges, and unresolved cases.

- Ensure consumer records are properly maintained and retained in accordance with DBH, Medicaid, and organizational requirements.

F. Staff Supervision and Department Management

- Provide leadership, supervision, and daily oversight of Intake Department personnel.

- Establish standardized intake, enrollment, authorization, discharge, and case closure workflows.

- Assign responsibilities and monitor staff productivity, documentation accuracy, and completion deadlines.

- Conduct routine staff meetings and training on DBH requirements, Medicaid verification, EHR procedures, confidentiality, and administrative compliance.

- Perform regular quality assurance reviews of admission and discharge records.

- Identify workflow deficiencies and implement corrective improvements in collaboration with the Clinical Directors.

- Coordinate with clinical, nursing, psychiatric, billing, and quality assurance departments to support efficient program operations.

G. Department Scheduling and Medical Appointment Coordination

- Provide oversight of the Department Scheduler, who is responsible for coordinating appointments for the Medical Director, Psychiatrist, and Advanced Practice Registered Nurse (APRN).

- Ensure timely scheduling of psychiatric evaluations, medication management appointments, follow-up visits, and other medical and psychiatric services.

- Monitor provider schedules to ensure appropriate appointment availability and efficient utilization of clinical resources.

- Ensure the Department Scheduler maintains accurate appointment calendars within the EHR and communicates scheduled appointments to consumers and appropriate clinical staff.

- Oversee appointment confirmations, cancellations, rescheduling, and follow-up procedures to minimize missed appointments and interruptions in care.

- Collaborate with the SUD and MHRS Clinical Directors, nursing personnel, and medical providers to prioritize urgent appointments and coordinate consumer access to services.

- Monitor scheduling reports, missed appointments, and outstanding referrals to identify service gaps and implement improvements.

III. REQUIRED QUALIFICATIONS

Education

- Bachelor's degree in Social Work, Healthcare Administration, Human Services, Behavioral Health, or a related field required.

- Master's degree in a related field preferred.

Experience

- Minimum of 3–5 years of experience in behavioral health administration, intake coordination, healthcare operations, or program management.

- Experience supervising administrative or intake personnel.

- Working knowledge of DC DBH Chapter 34 and Chapter 63 preferred.

- Experience with Medicaid eligibility verification, MHRS authorizations, and Comagine Health preferred.

- Experience with electronic health records, preferably Credible.

- Knowledge of behavioral health admission, discharge, and care coordination processes.

Required Competencies

- Strong organizational, leadership, and supervisory skills.

- Knowledge of clinical documentation requirements.

- Ability to monitor multiple deadlines and maintain accurate tracking systems.

- Strong communication and interdisciplinary coordination skills.

- Understanding of consumer confidentiality and regulatory compliance.

- Ability to identify operational deficiencies and implement corrective solutions.

IV. PERFORMANCE EXPECTATIONS AND ACCOUNTABILITY

The Intake Director/Manager will be evaluated based on the following performance measures:

- Intake Completion: Timely and accurate completion of all administrative intake requirements.

- Clinical Coordination: Effective monitoring of required clinical assessments and treatment documentation.

- Authorization Management: Timely submission and tracking of MHRS authorizations and reauthorizations, with minimal avoidable lapses.

- Medicaid Verification: Consistent monitoring and documentation of consumer Medicaid eligibility.

- Discharge Management: Timely administrative closure of consumer records following completion and approval of clinical discharge documentation.

- Documentation Compliance: Maintenance of complete, accurate, and audit-ready consumer records.

- Department Management: Effective oversight, training, accountability, and productivity monitoring of Intake Team personnel.

- Reporting: Submission of accurate intake, enrollment, authorization, discharge, and disenrollment reports to both Clinical Directors.

- Medical and Psychiatric Scheduling: Effective oversight of the Department Scheduler, timely coordination of provider appointments, accurate scheduling documentation, and appropriate follow-up to promote continuity of care.

V. REPORTING AND ORGANIZATIONAL ACCOUNTABILITY

The Intake Director/Manager reports to the SUD Clinical Director and MHRS Clinical Director and is responsible for providing routine operational updates regarding admissions, clinical intake completion, Medicaid eligibility, authorizations, discharges, and departmental performance.

The Intake Director/Manager is responsible for administrative oversight and coordination and does not independently approve clinical diagnoses, determine medical necessity, assign SUD levels of care, or authorize clinical discharge decisions unless separately credentialed and authorized to perform those functions.

The Intake Director/Manager will collaborate with the Clinical Directors to ensure consumers experience an organized, timely, and person-centered admission and discharge process that promotes continuity of care and compliance with DBH standards.

VI. INDEPENDENT CONTRACTOR CLASSIFICATION

The Intake Director/Manager is engaged by Creative Pathways, Inc. as an independent contractor, subject to the terms and conditions of a separate Independent Contractor Agreement.

The contractor is responsible for providing the services outlined in this job description in accordance with applicable regulatory requirements, professional standards, confidentiality obligations, and the terms of the Independent Contractor Agreement.

The contractor's compensation, payment schedule, documentation requirements, and other contractual terms will be governed by the executed Independent Contractor Agreement.