Office Intake – Children’s Mental Health

Job Locations US-WA-Bellingham
Posted Date 3 weeks ago(9/2/2021 11:13 AM)
Job ID
# of Openings
Social Services/Direct Client Services
USD $16.56/Hr.


Position is: Full-time - 37.5 hours per week. (2 positions available)


Starting Pay is: $16.56 - $17.39/hr DOE, plus excellent holiday / vacation / sick pay and health benefits!


Incumbent is responsible for determining the nature of the clients request for service, in order to assist the consumer with appropriate connection to services offered by Children’s Mental Health. Incumbent provides reception for the Children’s Mental Health office and maintains the waiting room area. Incumbent is responsible for performing intake and receptionist duties as assigned.


For internal candidates/union positions only: Compensation is set by agreed to language in the Collective Bargaining Agreement between CCSNW & SEIU 1199NW and determined based on experience.



  • Schedule appointments and perform intake tasks in the collection of client demographic data where necessary.
  • Maintain counselor schedules in the Scheduler.
  • Maintain scheduler in Raintree/EMR.
  • Responsible for understanding, and maintaining up-to-date information on the time line requirements for initial appointments. .
  • Prior to initial assessment being scheduled, ensure that screening tasks are completed and collection of documents needed for assessment is available.
  • Receive incoming calls (take messages, refer, or respond) including screening telephone calls and/or walk-in requests.
  • Ensure that client has active and appropriate Medicaid coverage when client arrives for the appointment.
  • Welcome and greet all walk-in clients and public in a timely and friendly manner. 
  • Answer questions and provide agency information to public.
  • Distribute blank income verification and update/change forms to clients on a monthly basis.
  • Assist with verification of online medical coupon eligibility for all new incoming or re-admitted clients.
  • Open and Close client files.
  • Maintain systems to track ROIs, client information (address, grade, contacts, social worker, etc.), Gain SS, medical evaluation requests, PCP referrals, and monthly updates on insurance.
  • Provide secretarial support including, but not limited to: data processing, copying, filing, letter writing, faxing/scanning, and requesting/sending records.
  • Forward requests for client information received from other agencies, courts, etc. to the appropriate supervisor.
  • Process and deliver out-going mail. Open, sort, and distribute incoming mail.
  • Provide back up for other support staff during vacations, sick leave, etc.
  • Maintain room schedule.
  • Responsible for the daily maintenance of office equipment (i.e., copy machine, fax machine, laser printer, postage machine, etc.).
  • Assure that all office supplies are in stock at all times and supplies are organized. Requisition supplies as needed.
  • Screen, announce and transfer calls; take messages.
  • Assess emergence of and ensure appropriate parties are contacted in crisis situation.
  • Announce client arrivals to clinician, track no shows/cancellations.
  • Maintain waiting room control and neatness
  • Open, date stamp, sort and distribute mail and log checks.
  • Call families for: Support Engagement, appointment reminders or to reschedule missed appointments.
  • Attend supervision meetings.

Access to and protection of PHI:

  • Responsible for upholding a culture of privacy and security in highly confidential work environment (HIPPA covered entity service area).
  • Complies with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).

Perform Other Work Related Duties as Assigned.



  • High School Diploma or GED.
  • 1 year prior office experience.
  • The ability to effectively interact with clients/public and the ability to deal with crisis situations. 
  • Good composition and interpersonal skills are required as is the ability to prioritize work and meet deadlines.
  • Computer literate with the desire and ability to learn new computer software.
  • Excellent organizational, communication and customer service skills.
  • Advanced ability to multi-task and work in a fast paced environment.
  • Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
  • Support and contribute to a creative, collaborative and respectful environment that promotes teamwork.
  • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
  • Criminal History Background Checks are required prior to employment.



  • Experience with non-profit agencies.
  • Experience with Electronic Medical Records and Scheduler.
  • Experience with multi-line phone systems.
  • Bilingual (fluent) in Spanish preferred
  • Experience in phone screening or working around clients with mental/health/emotional issues.


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