Intake Coordinator III

Rochester, NY


With limited direction and latitude for initiative and judgement, performs intake activities for UCC clinical program. Manages intakes for new clients and appointment scheduling. Works with other clerical staff in the areas of reception, answering incoming calls, and other duties as needed in UCC’s front office.


  • Responsible to problem solve and answer questions from clients, staff and faculty in a timely and effective manner. Examples of problem-solving difficult client scheduling issues include but not limited to cancellations, no shows and rescheduling.

  • Completes and processes accurate and timely staff travel/expense reports and payment requests. Serves as Pcard holder and processes PCard requests and payment for UCC supplies prior to Pcard manager approval

  • Manages the Appointment Monitor and Clinical database on a weekly basis to process UCC’s clinical numbers and reports findings to the clinical staff.

  • Serves as back up in the absence of the Administrator for processing Medical leaves of absence, mandated assessments and other administrative duties that may arise.

  • Greets clients upon arrival in a professional and positive manner, collects FFS and private practice money, provides required medical forms to clients, assists scheduled clients, walk-in clients and clients via phone.

  • Manages all aspects of patient appointment scheduling including medical emergency triage per defined protocol.

  • Manages therapist’s schedules, one-time appointments and works closely with the administrator while managing wait lists during busy times of the academic year. Intake Coordinator contacts student and completes scheduling; notifies therapist with whom student is scheduled.

  • Maintains Pyramed (P5) scheduling and weekly schedules. distributes shells to therapists in advance and updating P5 software program in a timely manner. Makes appropriate changes and updates P5 as needed.

  • Initial assessment appointments are scheduled in designated slots. Number of Initial Assessment slots in the shell varies by trainee type – generally 2 or 3 per week. Through the month of September two assessment appointments will be scheduled for each new client; an initial assessment, and an initial assessment subsequent appointment, usually a week later. The purpose of the subsequent appt is to assure that trainees have adequate time to complete a thorough assessment and develop an Individualized Treatment Plan. If the assessment is completed in a single appointment and the second is not needed, the therapist/trainee is asked to notify support staff as soon as possible so the assessment slot can be made available to another student.

  • Continuously informs Administrator of scheduling activities.

  • Works as a team with other support staff to maintain the efficiency of the front office

  • Perform other related intake coordinator duties during academic student breaks and in preparation for the new Academic year.

Other duties as assigned


  • Two years of Post High School education with advanced secretarial and intake skills or a combination of training and experience required.

  • Bachelor’s degree in the area of public health, health promotion, health policy, or health education preferred.

  • 3 years relatedpatientaccountingexperiencewith 1 year demonstratedleadership experience; or an equivalent combination of education and experience preferred.

  • 1 year of experience working with clients in a clinical setting and /or intake work preferred.

  • Equivalent combination of education and experience accepted.

  • Proficiency in Microsoft office suites and/or database management. Comfort level answering phones in an office environment that is very busy 9 months of the year and moderately busy 3 months of the year required.

  • Demonstrate a commitment to diversity, social justice, and cultural competence and the ability to work in a multicultural environment required.

  • Demonstrated ability to work with limited direction. Ability to handle multiple projects simultaneously, manage time efficiently, and prioritize tasks required.

  • Written/oral/interpersonal communication skills required.

  • Certified Health Education Specialist (CHES), Certified in Public Health (CPH), or ACHA’s College Health & Wellness Professional (CHWP) designation strongly desired preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $17.00 - $22.95 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Central Administration
Full/Part Time: Full-Time