Description

The Intake Coordinator collaborates with and reports to the Director of Day and intake Services and is responsible for working with staff, stakeholders, various referral sources and clients to ensure quality customer service and timeliness of intake scheduling. Suitable candidates will work with the Director of Day and intake services to ensure that intake referrals are reviewed within 24 to 48 hours of referral, insurance information submitted to the billing department, adds to pcare and uploads all documents. Is involved from intake to enrollment for each individual.

Responsibilities:

• Work closely with the Director & VP to develop new Partnership leads for referral sources with the goal of recruiting Individuals through community-based organizations, DOE schools and Care Coordination agencies.
• Responds to referral calls/emails in a timely manner (within 24-48 hours of receipt)
• Record information from referral sources.
• Verify insurance coverage (within 24-48 hours of receipt)
• Perform brief telephone screenings to asses which programs would be most suitable.
• Send packages to programs and set up meeting to review
• Works with program management to set up intake date with individual, care manager and the program teams.
• Assist program once identified in setting up trial at the program site
• Follow up on trial and move forward with admissions/ or meeting to explain why we cannot admit at this time.
• Request all needed information to ensure that the OPWDD guidelines are met.
• Maintain spreadsheet in share drive to track all intakes.
• Organize, adapt, and deliver effective presentations about HeartShare Services mission and service for the purposes of building relationships and recruiting individuals.
• Deliver excellent internal and external customer service with the ability to problem-solve swiftly and create solutions that improve overall experience.
• Develop strategies to meet enrollment targets and with the ability to execute client and community engagement activities that are compelling and successful with effective follow-through.
• Maintain detailed knowledge of HeartShare Service’s program and actively seeks out opportunities to learn and develop business development skills in a human service setting.
• Provide timely, accurate and high-quality written communication including referral documentation, weekly/monthly tracking reports, enrollment forecasts, agendas/meeting preparation, email follow-ups from meetings and other forms of communication as required.
• Adhere to all government and funder regulations.
• Abide by all Heart Share Services policies and procedures.
• Undertake any additional tasks and initiatives as assigned by the Director or Vice President.
• Uses positive approaches when handling difficult situations. Remains flexible and adapts to change.
•  Abides by dress code. Conducts self in a professional manner at all times.
• Remains sensitive and responsive to cultural differences of program participants and staff.

Qualifications

• Minimum Requirements AA in human services, business, or related field BA Preferred.
• Working knowledge of OPWDD Waiver funded services helpful.
• Excellent organizational and analytic skills and extreme attention to detail.
• Strong writing, computer, and interpersonal skills.
• Professionalism and tact in dealing with program personnel, fiscal personnel and outside agencies and families.
• Must be proficient in Excel and Microsoft Word.
• Knowledge of Precision Care or other electronic records systems used by the I/DD field preferred. 

Benefits:

• Rewarding Work in a team environment;
• Paid vacation, sick, personal days and holidays;
• 403(B) retirement plan with employer contribution;
• Health, dental, vision and life insurance;
• Employee Assistance Program (EAP);
• Flexible spending account (Dependent Care, Medical, Parking, and Transit);
• Employee Appreciation Programs and Events;
• Tuition Assistance Program;
• Professional Development opportunities;
• Verizon Wireless Discount;
• BJs Membership discount;
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.