Lead Intake Clerk

Position Summary:

The Lead Clerk in the Intake Department serves as the central coordinator of all administrative and operational processes related to patient admissions. This position ensures the smooth functioning of the intake workflow by overseeing clerical staff, managing documentation flow, facilitating communication between departments, and maintaining efficiency and accuracy in all non-clinical intake functions. The Lead Clerk is a key support role for both the intake team and leadership.

Position Responsibilities:

Clinical / Technical Skills (40% of performance review)

• Oversee daily intake clerical operations, ensuring timely and accurate processing of referrals, admissions, and documentation.
• Coordinate schedules and assign tasks to other intake clerical staff to meet department needs.
• Act as the primary liaison between intake staff, clinical evaluators, external referral sources, and other hospital departments.
• Ensure all patient data, consent forms, and demographic information are entered accurately into the electronic health record (EHR) system.
• Monitor and maintain tracking logs for admissions, pending referrals, and deferrals.
• Identify and escalate workflow issues, delays, or system barriers to department leadership.
• Participate in department meetings, quality improvement initiatives, and staff training.
• Maintain confidentiality and compliance with HIPAA and all regulatory standards.
• Assist with onboarding and mentoring new clerical staff in the intake department.
• Serve as a departmental resource for process improvement, best practices, and customer service excellence.
• Other duties as assigned to assist the operational needs of the intake department   
• Demonstrated ability to lead others and prioritize multiple competing demands.
• Strong organizational skills and attention to detail.

• Perform other duties as assigned by Director.

Safety (15% of performance review)

• Strives to create a safe, healing environment for patients and family members
• Follows all safety rules while on the job.
• Reports “near misses”, as well as errors and accidents promptly.
• Corrects minor safety hazards.
• Communicates with peers and management regarding any hazards identified in the workplace.
• Attends all required safety programs and understands responsibilities related to general, department, and job specific safety.
• Participates in quality projects, as assigned, and supports quality initiatives.
• Supports and maintains a culture of safety and quality.

Teamwork (15% of performance review)

• Works well with others in a spirit of teamwork and cooperation. 
• Responds willingly to colleagues and serves as an active part of the hospital team.
• Builds collaborative relationships with patients, families, staff, and physicians.
• The ability to retrieve, communicate, and present data and information both verbally and in writing as required
• Demonstrates listening skills and the ability to express or exchange ideas by means of the spoken and written word. 
• Demonstrates adequate skills in all forms of communication.
• Adheres to the Stand