Intake Coordinator

Community Living And Support Services (CLASS); Pittsburgh (Allegheny County); On-site; USD 28,000 - 39,000; Full time

Job summary

Community Living And Support Services (CLASS) seeks an Intake Coordinator for a full-time, hourly position in Pittsburgh to welcome, register and admit participants into CLASS services. The role collects records, assists with needs assessment and coordinates with participants, families, funders and staff on admissions.

The successful candidate will manage intake visits, document demographics in EHR/Therap, coordinate with program directors, and support referral follow-up and funding access while

Qualifications

• Bachelor’s Degree in the Human Services or related field preferred; or two years of experience working with people with disabilities, including funding sources and reimbursement rates.
• Admissions and case management experience preferred.
• HHAX, EHR, and Therap software (or similar) used for funding and service tracking.
• Proficient in Outlook, Word, Excel and other Microsoft products.
• Valid PA Driver’s License and reliable transportation.

Responsibilities

• Welcomes, registers and admits participants into CLASS services.
• Communicates with participants, families, funders and staff on admission status.
• Coordinate intake visits and complete intake assessments and signatures.
• Enter data in EHR/Therap for service delivery notes and authorizations.
• Assist with staff training and follow-up on referrals.

Skills

Outgoing

Time management

Communication

Attention to detail

Independent judgment

Education

Bachelor’s Degree in Human Services

Tools

HHAX

EHR

Therap

Outlook

Word

Excel

Job description

Intake Coordinator – Full-time position

Job Class: Full-time

FLSA Status: Hourly, Non-Exempt

BASIC FUNCTION

Intake Coordinator will work proactively to welcome, register and admit participants into all aspects of CLASS services. They will gather pertinent records, assist with assessment of needs, train of staff and communicating with the participant, family, funder and staff on the status of the admission process.

REPORT

Supervision received: Executive Director of Community Programs

Supervision exercised: None

ESSENTIAL FUNCTIONS

• Searches for and recommends viable new referrals to the agency by working with program directors.
  • Works with program supervisors and directors to link referral candidates to the program of choice. Guides participants and families in accessing funding as needed.
  • Develop plan and conduct placement follow-up meetings with program directors/supervisors regarding placed participants; evaluate and strategize for customer satisfaction with consumer, directors and family.
  • Work with appropriate program directors to hold meetings as needed (minimally monthly) to stay informed on status of new referrals and to determine strategies with key CLASS staff for entry to best program of choice for successful outcomes.
  • Communicate with Service Coordinators monthly to share CLASS programs’ openings and status.
• Communicate effectively with new applicants to ensure a complete and timely intake process.
  • Inform and educate applicants and families on CLASS services.
  • Schedule and complete an intake visit in the participant’s home.
  • Complete tours of agency program for tracking new referrals.
  • Complete intake assessment process for new referrals.
  • Obtain and process all required documentation and signatures.
  • Maintain regular contact with participants, family and funding sources to update them on the status of their referral.
• Communicate with all involved parties to coordinate service initiation.
  • Notify Program Directors and Human Resources of applicant eligibility status and service needs per the plan of care.
  • Disseminate the required, pertinent information to Program Specialists, support services staff, as well as program leaders and staff.
  • Complete initial paperwork in EHR/Therap/database noting demographics and authorized hours for each new consumer for service delivery notes, tracking and billing purposes Remain knowledgeable of CLASS operations to describe program services to consumers and families.
  • Maintain priority list in EHR/Therap, including keeping pre-enrollment notes to date.
  • Complete IDF/individual demographic form in EHR/Therap for all new participants.
  • Contact participant’s Service Coordinator/Care Manger to obtain initial service authorizations.
  • Ensure that service authorizations are accurate and complete for service start date.
  • Assist in training of program staff for new candidates prior to entry to program.
• Collect and enter data to ensure compliance with CLASS quality management plan.
  • Generate and review quality management reports as assigned.
  • Submit reports to Directors and Leadership as requested.
  • Participate in audit of participant files.
  • Assist with programs annual and unscheduled visits, audits, and inspections.
• Coordinate, assist, and participate with Community Engagement Specialists as vendor in community and provider events to share information regarding services.
• Help to launch new apartments/homes as referrals are approved for services.
• Other duties as assigned.

MINIMUM QUALIFICATION

• Bachelor’s Degree in the Human Services or related field preferred; or two years of experience working with people with disabilities, including funding sources and reimbursement rates.
• Admissions and case management experience preferred.
• HHAX, EHR, and Therap software (or other similar computer and database, funding and service tracking programs) preferred.
• Possess a working knowledge of Outlook, Word, Excel and other Microsoft products.
• Maintain a valid PA Driver’s License and vehicle insurance and reliable transportation.

REQUIRED SKILLS

• Must be an outgoing, responsive, and self-starter, with excellent time management and organization skills.
• Must have excellent written and verbal communication skills.
• Attention to detail and exceptional follow-up skills.
• Critical thinking and independent judgment and decision-making skills is a must.

OTHER JOB REQUIREMENTS

• Carry out all responsibilities in a professional, timely and effective manner.
• Promote fair and equal services, work environment and culture.
• Respond to individuals, family members and other staff in a sensitive, tactful and professional manner.
• Accept and render criticism in a professional manner.
• Attend trainings related to job functions as required.
• Be a self-directed, organized and responsible professional with the ability to function as a team member.
• Remain accessible and available to assigned individuals during all scheduled working hours.
• Be an advocate, model and educator of our agency’s values and mission.
• Adhere to policies established by CLASS, its relevant funding sources and Board of Directors.

WORK ENVIRONMENT & PHYSICAL DEMANDS/REQUIREMENTS

• Work is performed in an office setting and sedentary; requires sitting for long periods of time.
• Requires full range of body motion including manual finger dexterity and eye-hand coordination for use of calculator and computer keyboard.
• Sitting, standing, walking, typing, turning in chair, stooping and reaching for files.
• Ability to receive and respond to phone calls; face to face conversation.
• Ability to see and interact with text and graphical information on screens, read forms and printouts.
• Ability to use office equipment such as copiers, scanners, computers, telephones, and fax machines.
• Ability to lift 25 pounds.

GENERAL SIGN OFF

The employee is expected to adhere to all agency policies and procedures. This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employees.

CLASS does not discriminate against any person regardless of race, creed, color, national origin, sex, disability, age in admission, treatment, or by participation in programs, services and activities, or in employment.