Intake Coordinator

Reports To:

Program Director / Executive Director

Position Summary

The Intake Coordinator / Outreach Coordinator is responsible for managing the intake process for individuals seeking services through A Caring Heart Nursing Services LLC and supporting outreach activities to referral sources, community partners, and state agencies. This role serves as a primary point of contact for individuals, families, and referral entities and ensures timely, accurate, and compliant intake and enrollment into Home and Community-Based Services (HCBS) programs administered through Masshealth Medicaid waivers.

The Intake Coordinator / Outreach Coordinator plays a critical role in ensuring individuals receive appropriate services, documentation is complete and compliant, and communication with referral sources remains professional and responsive.

Key ResponsibilitiesIntake & Enrollment

• Receive, respond and process all referrals from individuals, families, case managers, care coordinators, digital marketing team and state agencies
• Conduct initial intake screenings to determine service interest, eligibility status, and next steps
• Collect, review, and track required intake documentation, including authorizations, releases of information, service referrals, and demographic information
• Verify member eligibility and enrollment status, as applicable
• Coordinate outreach activities with Program Coordinators, nursing staff, and leadership to ensure timely service start dates
• Maintain accurate and organized intake records in agency systems and participant files
• Communicate intake status updates to individuals, families, and referral sources

Outreach & Community Engagement

• Develop and maintain positive relationships with case management agencies, hospitals, community providers, and state partners
• Conduct outreach activities to promote A Caring Heart Nursing Services, LLC programs and services
• Respond to inquiries from the community regarding available services and eligibility pathways
• Support marketing and outreach initiatives in coordination with agency leadership
• Track outreach contacts, referrals, and follow-up activities

Compliance & Documentation

• Ensure intake practices comply with program regulations and applicable Medicaid HCBS waiver requirements
• Maintain confidentiality of all participant information in accordance with HIPAA and state privacy requirements
• Assist with audit readiness by maintaining complete and accurate intake documentation
• Follow agency policies related to intake, enrollment, and recordkeeping

Administrative Support

• Prepare intake summaries and reports for leadership as requested
• Assist with scheduling intake calls, meetings, and follow-ups
• Support quality improvement efforts related to intake and outreach processes

Required Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree in human services, healthcare administration, social work, or a related field preferred
• Experience in healthcare, human services, intake coordination, or community outreach preferred
• Knowledge of or willingness to learn New Hampshire Medicaid and HCBS waiver programs
• Strong organizational and documentation skills
• Excellent communication and customer service skills
• Ability to work independently and manage multiple priorities
• Proficiency with basic computer systems and electronic records

Preferred Qualifications

• Experience working with Medicaid waiver programs, HCBS services, or long-term services and supports
• Familiarity with New Hampshire DHHS programs, including developmental disability or long-term care services
• Experience interacting with case managers, care coordinators, and state agencies

Job Type: Full-time

Pay: $52,000.00 - $58,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Home care: 3 years (Required)
• GAFC, PCA & AFC: 2 years (Preferred)
• Community Outreach: 2 years (Preferred)
• Intake: 2 years (Preferred)

Language:

• Spanish (Required)

License/Certification:

• Driver's License (Required)

Willingness to travel:

• 75% (Preferred)

Work Location: In person

Salary : $52,000 - $58,000