Clinical Intake & Placement Coordinator / Clinical Evaluation Assistant (Mental Health/Social Work)

Job Description

Title: Clinical Intake & Placement Coordinator / Clinical Evaluation Assistant (Mental Health/Social Work)

Department: Clinical Operations
Reports To: Clinical Director / Practice Manager
Employment Type: Full-Time

Position Overview

The Clinical Intake & Placement Coordinator / Clinical Evaluation Assistant is a Mental Health Provider responsible for supporting the clinical department through a dual role that combines clinical intake coordination, placement oversight, and clinical support during Comprehensive Diagnostic Evaluations (CDEs).

This role ensures that families entering services experience a structured, compassionate, and efficient intake and evaluation process, while also supporting clinicians during evaluation components where parents may require additional guidance or support.

The position requires strong clinical judgment, operational organization, software proficiency, and family-centered communication skills to maintain continuity from referral through evaluation and placement.

Core Responsibilities

Clinical Intake Coordination

• Conduct clinical intake interviews with parents or guardians to obtain comprehensive psychosocial, developmental, medical, and behavioral histories.
• Review referrals, medical records, school reports, and previous evaluations to ensure clinical completeness prior to scheduling.
• Provide families with clear guidance regarding evaluation procedures, timelines, and expectations.
• Ensure all intake documentation is completed accurately and entered into the clinical system in a timely manner.
• Identify potential clinical concerns requiring priority evaluation or additional documentation.
• Coordinate intake readiness with the administrative intake department to ensure seamless transition into evaluation scheduling.

Placement Coordination

• Coordinate client placement following evaluation completion in collaboration with the Clinical Director and supervising clinicians.
• Match clients with appropriate clinicians based on clinical needs, specialization, scheduling availability, and geographic considerations.
• Monitor placement timelines to ensure prompt initiation of recommended services.
• Maintain organized tracking of open cases, pending placements, and newly approved services.
• Communicate placement updates to relevant clinical and administrative teams.

Clinical Assistant During Comprehensive Diagnostic Evaluations (CDEs)

• Participate in evaluation sessions alongside licensed clinicians as a clinical support professional.
• Assist parents with evaluation components that may require additional explanation or emotional support.
• Support completion of caregiver questionnaires, developmental interviews, and structured parent-report tools.
• Clarify questions and assist parents in understanding evaluation materials when needed.
• Ensure evaluation documentation is complete and all required forms are properly collected.
• Maintain a supportive and calming environment for families throughout the evaluation process.

Family Support & Engagement

• Serve as a consistent point of contact for families navigating the intake and evaluation process.
• Address family questions related to evaluation procedures, timelines, and next steps.
• Identify potential barriers to engagement and communicate concerns to the clinical team.
• Provide culturally sensitive and compassionate communication to support families during the diagnostic process.

Operational Procedures & Workflow Management

This role is expected to maintain highly organized operational workflows to ensure efficient coordination across intake, evaluation, and placement processes.

Responsibilities include:

• Maintaining organized case tracking systems for all pending intakes, evaluations, and placements.
• Ensuring all required documentation is collected, uploaded, and verified prior to evaluation appointments.
• Monitoring workflow timelines to prevent delays in evaluation or service placement.
• Coordinating daily and weekly task lists to ensure timely follow-up with families and clinical teams.
• Maintaining structured documentation practices to ensure compliance with clinical, regulatory, and billing standards.
• Participating in operational meetings related to intake flow, evaluation scheduling, and placement coordination.
• Identifying workflow inefficiencies and proposing improvements to enhance service delivery and patient experience.

Software Utilization & Documentation Systems

This role requires consistent use of clinical and operational software platforms to maintain accurate records and coordinate services.

Responsibilities include:

• Utilizing the organization's Electronic Health Record (EHR) system to document intake information, evaluation support documentation, and placement notes.
• Entering and maintaining accurate patient demographic, clinical, and referral data.
• Tracking case status using internal operational dashboards or case management systems.
• Uploading and organizing clinical documentation, evaluation forms, and supporting records within the EHR.
• Using scheduling platforms to coordinate evaluation appointments and follow-up tasks.
• Generating or maintaining reports related to intake flow, evaluation completion, and placement timelines when required.
• Maintaining strict adherence to HIPAA and data security policies when using all software systems.

Compliance & Documentation

• Ensure all documentation meets clinical, Medicaid, and commercial insurance compliance standards.
• Maintain accurate and timely documentation of intake and evaluation support activities.
• Follow HIPAA guidelines and maintain strict confidentiality of patient information.
• Assist in maintaining documentation readiness for internal audits or regulatory reviews.

Education
Master’s Degree in a field of Mental Health/Social Work

Licensure
Active State license

Preferred Experience

• Experience in behavioral health, developmental disabilities, autism services, or pediatric clinical settings
• Experience working with families during diagnostic or assessment processes
• Experience with intake coordination, clinical documentation, or case coordination

Core Competencies

• Clinical interviewing and assessment support skills
• Strong organizational and workflow management ability
• Proficiency with electronic documentation and software systems
• Compassionate and family-centered communication
• Ability to balance clinical responsibilities with administrative coordination
• Strong attention to detail and documentation accuracy
• Collaborative communication with multidisciplinary teams expert evaluation.

Job Types: Full-time, Part-time

Pay: $28.00 - $32.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Education:

• Master's (Required)

License/Certification:

• New Jersey State license (Required)

Ability to Commute:

• Toms River, NJ 08755 (Required)

Work Location: In person