Intake Coordinator (Full Time/Mon-Fri 8a-4p)

Cazenovia Recovery; Buffalo (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Cazenovia Recovery is seeking an organized Intake Coordinator to oversee a centralized intake process, screen applicants promptly, and place residents across agency programs to meet utilization goals. The role requires coordination with finance for pre-approval through MCO, DSS, SSI, SSD and SNAP reimbursements.

You will manage intake assessments, ensure DSS approvals, assist with third‑party payee linkages, and support sliding fee forms while upholding confidentiality and trauma-informed care

Qualifications

• Associate’s degree in Human Services or related field and 3 years of experience in a human services position.
• Substance Use experience preferred but not required.
• Must possess a valid New York State driver’s license and reliable transportation.

Responsibilities

• Regularly maintains and updates the central intake waitlist and placement.
• Completes Intake Assessments with prospective residents in a timely manner.
• Completes LOCADTR screenings to determine appropriate levels of care.
• Ensures appropriate resident placement while meeting utilization goals.
• Maintains confidentiality and compliance with HIPAA, 42 CFR Part 2, and related rules.

Skills

Trauma-Informed Care

Intake Assessments

Resident Placement

Financial Screening

Education

Associate’s degree in Human Services or related field

Job description

Description

This position is primarily responsible for conducting an organized central intake process. Ensures prompt applicant screening and appropriate placement, while maintaining the expected utilization rate goals across the agency programs. Implements the financial pre-approval processes, which includes but is not limited to Managed Care Organizations (MCO), Department of Social Services (DSS), Supplemental Security Income (SSI), Social Security Disability (SSD) and Supplemental Nutrition Assistance Program (SNAP) reimbursement.

Essential Duties and Responsibilities

• Regularly assesses the processes and tools used to maintain an active and updated intake waitlist and placement.
• Completes Intake Assessments with prospective residents in a timely manner, identifies barriers to placement, and works to address said barriers.
• Accurately completes Level of Care for Alcohol and Drug Treatment Referral (LOCADTR) screenings to determine appropriate levels or elements of care.
• Ensures appropriate resident placement in agency programs while prioritizing both the needs of the resident and maintenance of the expected utilization rates.
• Is mindful of and integrates Trauma-Informed Care and its five principles in all duties and interactions with fellow staff, residents, and external partners.
• Develops and maintains networking trainings with outside providers regarding agency services and the referral processes.
• Works with all staff and/or referral sources to complete pre-admission financial screening, social service and third party payee linkages.
• Assists applicants and residents with the necessary paperwork for third party reimbursements to the agency, ensuring all documents necessary to qualify for Congregate Care Level II Social Services, SSI, SSD or other third party payee are obtained.
• Facilitates the completion of sliding fee forms for self-payers.
• Ensures prospective residents have Department of Social Services (DSS) Approval.
• Effectively communicates and maintains positive relationships with all parties responsible for payments to the agency.
• Collaborates with the Finance and Clinical Services teams as necessary to review financial and clinical needs related to intake.
• Inputs required financial and intake information into the agency’s database.
• Ensures prospective residents have an active in-network Managed Care Organization (MCO) or assists applicants in need of Medicaid managed care with information and direction.
• Carries out duties essential to the above stated responsibilities as assigned.
• Regular and consistent attendance at work location.
• Complete other duties as assigned.
• Maintains compliance with all required rules and regulations including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others.
• Possesses the ability to utilize own personal vehicle to conduct business when necessary

Requirements

• Minimum requirements are an associate’s degree in Human Services or related field of study and three years’ work experience in a human services position. Substance Use experience preferred but not required.
• Must possess a valid New York State driver’s license and reliable transportation to ensure ability to be at work on time.