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Intake Coordinator

Mental Health | Washington, DC | Full Time and Part Time

Job Description


One Common Unity (OCU) breaks cycles of violence and builds compassionate, healthy communities through the transformative power of music, arts, and peace education. Founded in 2000 following a string of school shootings in Washington, D.C., OCU is a collaborative effort between educators, artists, and health practitioners dedicated to preventing violence and improving life outcomes for youth and families. Based in schools across D.C., we train the next generation of leaders in social emotional literacy, arts expression, and conflict transformation and support them to create positive social change and healing in their communities. 


You want to use your organizational skills, detail orientation, and caring manner to help connect people in need with the services to help them.  You have:

  • Bachelor’s degree (required), Master’s degree (preferred) in behavioral science, psychology, counseling, social work, public health, or a related field of study, required

  • One (1) Year Experience working in the field of study, as a student, volunteer, or employee

  • Communication – Excellent verbal and written communication skills and active listening skills to evaluate clients and assess their care needs both in-person and over the phone

  • Customer Service – Use customer service skills to answer questions and guide clients through the admissions process

  • Strong understanding of HIPAA and privacy laws

  • Data Entry – Data entry experience and skills are required

  • Computer Skills – Knowledge and understanding; and/or have the ability to professionally use the electronic systems to verify insurance coverage, access and fill out digital forms, and maintain digital client files, all of which require proficient computer skills

  • Time Management – Excellent time management skills to schedule appointments for clients as needed and manage multiple clients at once

  • Attention to Detail - This position requires a high level of attention to detail and follow-up

  • Proficiency with Microsoft Excel and/or Google Sheets

  • Ability to prioritize and multitask

  • Ability to work on one task until completion 

  • Strong entrepreneurial spirit and willingness to take on new tasks and work flexibly

  • Problem-solver and self-starter


The OCU Intake Coordinator will guide clients through the admissions process by completing paperwork, which includes assessing and evaluating the client’s needs, processing the results with a licensed clinician, coordinating with the appropriate clinician to schedule appointments/placements.

Working designated hours, which may be outside the traditional 8-6 work day, the [Full-Time] [Part-Time] OCU IC will admit new clients into qualifying services, after verifying insurance and completing admissions paperwork, for both the School Based Mental Health Program and the Behavioral Health Treatment services. This position is currently virtual but will be an on-site position when our offices reopen.

Responsibilities include

  • Conducts initial referral review for each potential client.

  • Enters admissions information into the digital system and completes all admission paperwork completely and correctly.

  • Verifies insurance for each client. This may include calling insurance companies to inquire about coverage. The IC will coordinate with the billing company to process co-pays as required by the insurance company.

  • Answers all incoming calls. This includes responding to questions and explaining the admissions process. In some facilities, intakes of new clients may be fully or partially conducted over the phone.

  • Accurately schedules evaluations, meetings, and consultations for clients.

  • Performs various clerical work that includes filing, copying, scanning, and faxing.

  • Prepares and maintains client charts.

  • When necessary, the IC provides administrative support for the outpatient community-based and school-based Behavioral Health expansion programs.

The environmental factors and/or physical requirements of this position include the following: While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to be in one position for long periods of screen use, reach with hands and arms, talk and hear both in person and over devices. The employee interacts in close spaces and frequently with other workers, vendors, and clients. May be in situations which require conflict resolution. The position works in an office environment with artificial light and air.

One Common Unity is an equal opportunity, affirmative action employer and encourages applications from people of color, women, differently-abled, LGBTQIA, and other groups that have historically been subject to discrimination.