Catholic Charities of Madison
  • Madison, WI, USA
  • Full Time

Our full-time benefits package includes: Health and Dental Insurance, Health Reimbursement Account (HRA), Medical Expense Flex Spending Account, Employee Assistance Program (EAP), 403(b) Retirement Plan (with 6% company match after 1 year), Paid Vacation (3 weeks to start), Paid Sick Leave (8 days each year), and Paid Holidays (9.5 days per year).

The Intake Coordinator represents the "face of Hope Haven" as the first person with whom both internal and external customers come in contact in person, over the phone and via email. This position is responsible for screening potential clients, coordinating admissions with both the individuals and referral sources, and conducting intakes. This position also has primary responsibility for conducting and maintaining Performance and Quality Improvement (PQI) procedures, audits, and records.  This is a 40- hour per week position.

Principle Accountabilities

Program Management

  1. Respond to all inquiries and provide referral information to potential clients, family members, counties or other funding sources.
  2. Utilize Screening Questionnaire/Guide to insure appropriateness of admissions.
  3. Coordinate funding authorizations for incoming clients. With private insurance carriers, coordinate prior authorizations, co-pays, deductibles, ongoing authorizations and final billing statements.
  4. Maintain strong relationships with referral sources through prompt and professional communication and problem resolution. Inform director of any issues or concerns related to our relationships with referral sources.
  5. Insure regulatory compliance is maintained with intake procedures.
  6. Complete all file reviews and related PQI upon client discharge, insuring compliance with all related regulations and agency/program policies and established goals.
  7. Conduct full quarterly PQI reviews in preparation for internal audit committee.
  8. Coordinate procedure for insuring Resident Satisfaction Surveys are completed, recorded, and filed as indicated by regulations and agency procedures.
  9. Participate in quarterly meetings with Marketing Department to insure effectiveness of marketing strategies.
  10. Train and supervise new staff and student interns in the procedures associated with screening, intake, and orientation of new clients.


Client Services

  1. Responsible for conducting comprehensive intake process, including securing authorizations, Consent to Treat, and all other necessary paperwork and documents, and completing the database requirements.
  2. Responsible for orientation of new clients to the program expectations and guidelines, conducting facility tour, and making introductions to staff and counselor-of-record.
  3. Insure that all admission procedures are completed thoroughly and according to regulations and program protocol.
  4. Conduct breathalyzer and UA tests of clients as needed.
  5. Provide assistance and support for all clients as needed (examples include medications, transportation arrangements, checking-in belongs, etc.).



Administration and Support

  1. Maintain accurate daily census with admission and discharge dates, room and counselor assignments, and UA color-of-the-day.
  2. Maintain weekly call logs, tracking demographics and requests of callers.
  3. Train and support staff who answer phone line during non-business hours to insure accurate information is provided to callers and that calls are handled with professionalism.
  4. Invoice all Dane County-funded clients who receive SSI and track monthly rent logs.
  5. Attend weekly UR meetings with Dane County to coordinate admissions, level of care status changes, and discharges.
  6. Insure compliance with fire and tornado drill requirements, including staff oversight and maintaining documentation.
  7. Other duties as needed or assigned.



  • Associate or bachelor degree
  • 2-3 years' experience in Office Administration and AODA treatment
  • Strong communication skills, both written and verbal
  • Professional, pleasant, engaging phone demeanor
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail
  • Strong interpersonal skills and the ability to build relationships with clients, staff, referral sources and funders
  • Demonstrated proactive approaches to problem-solving with strong decision making capabilities
  • Highly resourceful team-player with the ability to be extremely effective with limited guidance
  • Proven ability to handle confidential information with discretion
  • Adaptability to various competing demands and demonstration of the highest level of customer/ client service and responsiveness
  • Proficient in Microsoft Office (Outlook, Word, Excel and Power Point), Adobe Acrobat and social media web platforms
  • Experience working in databases. .

Changing Lives. Serving All. Employing All. The heart of our mission is compassionate, caring services for the poor and vulnerable. 


Catholic Charities was founded in 1946 and is a private, nonprofit organization serving people in an 11 county area in south-central Wisconsin. The agency helps people of all ages deal with mental health issues, face transitions in life, reach for their potential despite special challenges, heal from abuse or addiction and secure emergency services. In 2014, 30,000 people benefited from agency programs provided by 330 employees and 1,000+ volunteers.


We serve those in need regardless of religion, race, social or economic status. We serve and employ persons regardless of sexual orientation, religious, ethnic, racial or social background. We are an Equal Opportunity/Affirmative Action employer. We encourage women and minorities to apply.


Employees enjoy a supportive work environment and competitive pay. Full-time employees are eligible for health and dental insurance, 403(b) retirement savings plan, health cafeteria plan, sick pay and generous paid vacation time. Retirement plan offered to part-time employees working 20+ hours per week, as well as pro-rated sick and vacation time.


Catholic Charities is committed to achieving a diverse workforce and to maintaining an atmosphere of diversity and inclusion. We want our staff and programming to reflect the rich culture and diversity of our state and actively encourage applicants from diverse backgrounds to apply.

Catholic Charities of Madison
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