Intake Specialist

Intake Specialist

Job Description

Report to: Director of of Clinical Operations

Classification: Non-Exempt

Salary: $21-$23 per hour

Start Date: ASAP

ABOUT PHEI:

The Perinatal Health Equity Initiative is a Black female led, 501c3 nonprofit organization dedicated to eliminating disparities in Black infant and maternal health in New Jersey. We do this by providing direct clinical care, advocacy, policy, education, research, and community engagement. We are rooted in Reproductive Justice, Social Justice and anti racist framework designed to create health equity for Black mamas. Our offices are based in East Orange, and Orange, New Jersey and provide support to the surrounding communities.

At The Perinatal Health Equity Initiative (PHEI), we are dedicated to putting Black mamas first, driven by a deep love and passion for their well-being. Our mission is to meet the needs of Black mothers by amplifying their voices and partnering with them to reimagine a better future for Black mamas and their babies. As a team member, you will be expected to uphold the highest standards of ethics, operating with integrity and accountability to serve our communities with unwavering moral clarity. We strive to create an environment grounded in ethical principles, fostering trust and respect among our team and the families we support.

Our culture emphasizes a sense of ownership, encouraging everyone to take pride in their work, embrace responsibility, and be accountable for their contributions. Transparent communication is the bedrock of our organization. We are committed to fostering open, honest, and inclusive dialogue that empowers every individual within our organization and the communities we serve. Your dedication to transparency will be crucial in our efforts to create a more equitable and just healthcare system for Black mothers and their babies

JOB SUMMARY:

Are you passionate about supporting Black maternal health? Join our team as a Perinatal Intake Specialist and play a vital role in helping families access the compassionate, equitable care they deserve.

The Intake Specialist serves as a welcoming first point of contact, guiding prospective clients through our signature programs designed to meet the unique needs of pregnant, newly delivered, and breastfeeding individuals. In this pivotal position, you’ll conduct initial screenings, complete enrollment paperwork, and ensure a seamless onboarding experience for each client.

Once eligibility is confirmed, you’ll schedule and conduct intake appointments—either virtually or in person—based on the client’s preferences and needs. After intake, you’ll match clients with the appropriate team member or community resource, ensuring they are connected to the right support at the right time. All interactions will be accurately recorded in the client’s chart.

In addition to handling daily client intake, you’ll also support enrollment efforts by attending community engagement events, health fairs, and outreach activities to help connect with families where they are. Your presence at these events will help build trust, spread awareness, and bring our services directly to those who need them most.

This role is perfect for someone who is detail-oriented, empathetic, and deeply committed to maternal health equity. Your work will make a meaningful difference from the very first hello.

CORE RESPONSIBILITIES

• Client Screening and Intake (40%)
  • Conduct initial eligibility screenings for new clients.
  • Complete intake paperwork accurately and efficiently.
  • Schedule and facilitate intake appointments virtually or in person based on client needs.
• Client Assignment and Follow-Up (20%)
  • Assign clients to appropriate internal programs, team members, or external referral sources.
  • Ensure smooth transition from intake to services.
  • Follow up on incomplete intakes or documentation when needed.
• Community Outreach and Onsite Enrollment (15%)
  • Attend community engagement events, health fairs, and outreach activities.
  • Represent the organization and assist with onsite client screening and enrollment.
• Documentation and Data Entry (15%)
  • Accurately document client interactions and outcomes in the electronic health record or case management system.
  • Maintain confidentiality and data integrity at all times.
• Collaboration and Team Support (10%)
  • Participate in staff meetings, case reviews, and trainings.
  • Collaborate with care teams to support client-centered care and continuous program improvement.

Knowledge & Skills

• Medical terminology and or electronic medical record platform experience
• Minimum of high school diploma required; (AA/AS/ASW preferred)
• 1-3 years of nursing, social work, public/community health experience
  • Will consider students who have completed at least their junior year in undergraduate studies.
• Must communicate effectively both verbally and in writing
• Bilingual a + (Haitian Creole preferred)
• Knowledge of maternal and perinatal health, including pregnancy, postpartum, and breastfeeding support.
• Experience conducting client eligibility screenings and needs assessments.
• Familiarity with HIPAA and confidentiality standards in handling client information.
• Strong verbal and written communication skills for engaging with clients, team members, and partners.
• Active listening and empathy when working with clients facing complex social and health-related challenges.
• Superior interviewing skills
• Excellent organizational and time management skills to handle multiple tasks and follow-ups.
• Proficiency with electronic health records
• Comfortable using technology including virtual meeting platforms (Zoom, google, and scheduling tools)
• Critical thinking and problem-solving skills to support clients in navigating barriers to care.
• Confidence in representing the organization at outreach events and assisting with onsite enrollments.

Personal Attributes

• Passionate about the mission and goals of the Perinatal Health Equity Initiative.
• Ability to work independently and as part of a team.
• Strong commitment to ethical practices and integrity.
• Adaptable and able to thrive in a dynamic, fast-paced environment.
• Critically discerning as it pertains to communication and escalation of risks

Expected Hours of Work

Minimum of 3 days per week for approximately 15-20 hours per week.

Work is expected to be completed between the Mon-Friday between the hours 9 a.m. to 5 p.m. EST, however evenings and weekends are occasionally required.

Travel

The intake specialist is required to travel community events as needed in Essex and Union Counties. Access to reliable transportation is required.

Anti-Discrimination Policy

PHEI does not discriminate against applicants or employees because of race, gender, ability, religious creed, national origin, marital status, age, or any other characteristic protected under applicable federal or state law.