HCB Waiver Intake & Recruiting Assistant

Golden Years; Edmonton (KY); On-site; USD 28,000 - 30,000; Full time

Job summary

Golden Years is seeking a compassionate HCB Waiver Intake & Recruitment Coordinator to help older adults and adults with disabilities access community-based services and recruit staff who make those services possible.

The role coordinates referrals, gathers eligibility and intake documentation, supports onboarding, maintains compliance records, and develops a dependable pipeline of qualified direct-care employees. Experience with waiver services and Kentucky requirements is preferred.

Qualifications

• Minimum High school diploma or GED required.
• At least 12 years of experience in Medicaid waiver services, healthcare intake, case management, care coordination, human services, recruiting, or direct-care operations.

Responsibilities

• Receive, track, and respond to HCB Waiver referrals from hospitals, families, community partners, ADRCs, providers, and self-referrals.
• Conduct initial participant screening to identify potential Medicaid, HCB Waiver, nursing facility level of care, service, and safety needs.
• Explain the intake process, participant choice, required documentation, and next steps to applicants, families, and referral sources.
• Collect and maintain intake documents, releases, demographics, referral records, Medicaid information, assessments, and service-related records.
• Coordinate referrals and handoffs with DCBS, kynect, ADRCs, case managers, healthcare providers, and other community partners.
• Track referral status, incomplete documentation, eligibility determinations, waitlist status, start of service dates, and enrollment outcomes.
• Recruit direct-support and caregiving personnel through job postings, community outreach, job fairs, referral programs, and partnerships.
• Screen applicants; coordinate interviews, credential verification.
• Match staffing availability and competencies to participant needs while escalating coverage gaps promptly.
• Prepare referral, intake, recruitment, staffing, and conversion reports for leadership.
• Comply with HIPAA, Medicaid, agency, and state documentation requirements.

Education

High school diploma or GED

Tools

Microsoft Office

Electronic health record / CRM

Job description

Must have experience in Intake and Recruiting for HCB Waiver Services

Must have experience in Intake and Recruiting for HCB Waiver Services

At Golden years, we believe that exceptional care begins with respect, kindness, empathy, community, and care. Our mission is to treat every day, and every person, as a sacred opportunity to serve, guided by the Golden Rule.

We are seeking an organized, compassionate HCB Waiver Intake & Recruitment Coordinator to help older adults and adults with disabilities access community-based services and to recruit the staff who make those services possible. This role coordinates referrals, gathers eligibility and intake documentation, supports participant onboarding, maintains compliance records, and develops a dependable pipeline of qualified direct-care employees. The ideal candidate brings strong follow-through, person-centered communication, waiver-services experience, and comfort working across office and community settings.

Job Title: Intake and Recruiting Coordinator

Location: On-site Edmonton, Ky

Pay: $20-22 hour depending on experience

Schedule: Monday and Friday required in office. Flexible days and hours Tues-Thursday up to 30 hours.

Position Summary

The HCB Waiver Intake & Recruitment Coordinator manages prospective participant referrals from first contact through enrollment, service initiation, and handoff to case management. This role also supports recruitment and onboarding of qualified direct-care staff to ensure participants can receive authorized services promptly.

The position requires strong knowledge of person-centered service planning, Medicaid waiver documentation, confidentiality, eligibility workflows, and Kentucky HCB Waiver requirements under 907 KAR 7:010.

This position will serve as a dual role in supporting the Intake process and Recruitment process departments.

Essential duties

• Receive, track, and respond to HCB Waiver referrals from hospitals, families, community partners, ADRCs, providers, and selfreferrals.
• Conduct initial participant screening to identify potential Medicaid, HCB Waiver, nursingfacility levelofcare, service, and safety needs.
• Explain the intake process, participant choice, required documentation, and next steps to applicants, families, and referral sources.
• Collect and maintain intake documents, releases, demographics, referral records, Medicaid information, assessments, and servicerelated records.
• Coordinate referrals and handoffs with DCBS, kynect, ADRCs, case managers, healthcare providers, and other community partners.
• Track referral status, incomplete documentation, eligibility determinations, waitlist status, startofservice dates, and enrollment outcomes.
• Support personcentered planning and conflictfree casemanagement practices where applicable.
• Recruit directsupport and caregiving personnel through job postings, community outreach, job fairs, referral programs, and partnerships.
• Screen applicants; coordinate interviews, credential verification.
• Match staffing availability and competencies to participant needs while escalating coverage gaps promptly.
• Prepare referral, intake, recruitment, staffing, and conversion reports for leadership.
• Comply with HIPAA, Medicaid, agency, and state documentation requirements.

Minimum requirements

• Minimum High school diploma or GED required.
• At least 12 years of experience in Medicaid waiver services, healthcare intake, case management, care coordination, human services, recruiting, or directcare operations.
• Knowledge of Kentucky Medicaid and HCB Waiver processes preferred.
• Experience with personcentered planning, care coordination, or communitybased services preferred.
• Strong written and verbal communication skills, including the ability to explain program requirements clearly to applicants and families.
• Strong organization, followup, documentation, dataentry, and caseload/referralmanagement skills.
• Proficiency with Microsoft Office and electronic health record, CRM, scheduling, or casemanagement systems.
• Valid driver’s license, reliable transportation, and current auto insurance. Some travel may be required.
• Ability to pass required criminalbackground screening, drug screening, TB or other health screening if required by the agency, and verification of driving credentials.