Long Term Supports and Services Intake Coordinator

Montrose County Sheriff's Office; Montrose (CO); On-site; USD 52,000 - 68,000; Full time

Job summary

Montrose County Sheriff's Office seeks an Intake Coordinator for LTSS to screen, counsel, and connect clients with waivers and services. You will support case workers by handling referrals, documenting in state systems, and coordinating with care providers.

The role requires a Bachelor's Degree or equivalent LTSS experience, strong organizational and communication skills, and preference for Spanish bilingual abilities.

Qualifications

• Bachelor’s Degree or five years of LTSS experience; must comply with Colorado standards for case management.
• Minimum of two years of clerical experience in data entry and working with the public in a general office setting. Health care or human services experience preferred.
• Bilingual Spanish writing, reading and speaking strongly preferred.
• Knowledge of the unit's functions, policies and procedures; strong telephone and organizational skills.

Responsibilities

• Serve as the first point of contact for inquiries about LTSS waivers, supports and services.
• Complete LTSS screening and provide counseling and community resources.
• Process and assign LTSS referrals to case workers.
• Complete Level of Care screenings for SNF and PACE.
• Provide routine clerical support including data entry and documentation in state systems.
• Maintain filing systems and ensure accuracy of records.
• Attend staff meetings and participate in agency committees.

Skills

Bilingual Spanish

Organizational skills

Customer service

Data entry

Communication skills

Education

Bachelor's Degree or LTSS experience

Tools

CBMS system

Job description

Long Term Supports and Services Intake Coordinator

General Statement of Duties: The Intake Coordinator completes intake screening, provides waiver options and community resources, and assigns referrals to Long Term Supports and Services (LTSS) case workers. In addition, the Intake Coordinator provides support to case workers in the performance of professional social casework services in the Adult Services Program within Human Services of Montrose County. Ensures administrative/programmatic support to ensure high quality, effective and efficient social services are provided to members within Montrose, San Miguel, and Ouray counties.

Supervision Received: Works under the supervision of the LTSS Program Manager and performs a variety of routine work within established policies, procedures and receives detailed instructions on new projects and assignments.

Supervision Exercised: This position has no supervisory responsibilities.

Essential Functions: Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in positions of this class.

• Serves as the first point of contact for individuals and community partners inquiring about long term care waivers, supports, and services.
• Completes the LTSS screening process and provides LTSS counseling and other community resources.
• Processes and assigns LTSS referrals to case workers.
• Completes Level of Care (LOC) screening for SNF (Skilled Nursing Facilities) and Program of All Inclusive Care for the Elderly (PACE).
• Provides routine clerical support to LTSS staff including but not limited to: completion and tracking of member forms, data entry, and documentation within the state prescribed systems.
• Responsible for entry of Per Member Per Month (PMPM) monthly log notes.
• Responsible for all aspects of facilitating home modifications for LTSS members including obtaining OT home evaluations and coordinating with contractors and DOLA for successful outcomes.
• Responsible for completion of monthly billing as required for certain LTSS programs.
• Establishes and maintains filing systems, including updating materials, retrieving information, and ensuring accuracy of files.
• Scanning, shredding, and filing as needed.
• Attends and participates in agency staff meetings and/or agency committees.
• Minute taker for LTSS meetings.
• Participates in and attends member meetings as needed; exchanges information with other staff, departments or collateral agencies as appropriate.
• Makes referrals to related programs and services as appropriate.
• Responds and follows up on all phone inquiries.
• Attends training to enhance and maintain knowledge, trends and developments in the field of human services.
• Prepares intake packets for caseworkers.
• Assists in preparation of agendas and/or scheduling program/department meetings and staff meetings, notifying participants, and scheduling conference rooms, meeting documentation.
• Prepares and sends letters to physicians, providers, and members as needed.
• Completes home visits and telephone calls to assist with casework functions.
• Documents all member and provider contacts in the appropriate state system.
• Gathers information from each provider agency on a monthly basis. Requests information, processes information into data base, maintains documentation file, and communicates with case workers about problems.
• Forwards approved PARs from SEP and Long Term Home Health Program to appropriate provider agencies.
• Obtains eligibility information through the CBMS system on pending clients and shares with caseworkers.
• Obtains eligibility information through the CBMS system and shares with community partners as appropriate.
• Assists with preparation of rosters, logs, tracking information, files and required reports and notifies appropriate staff when due.
• Maintain and coordinate with Program Manager to order office supplies.
• Maintains the principles of member confidentiality in every interaction.
• Regular and predictable attendance is required.

MINIMUM QUALIFICATIONS

Required Knowledge, Skills and Abilities:

Education: A Bachelor’s Degree; or five (5) years of experience in the field of Long Term Services and Supports (LTSS), with includes Developmental Disabilities; or some combination of education and relevant experience appropriate to the requirements of the position. Must comply with all State of Colorado standards for Case Management.

Experience: A minimum of two (2) years of clerical experience in computer systems, data entry, and working with public in general office setting. Health care or human service experience preferred. One (1) year of experience assisting professionals in one or more of the following specialized social program areas: economically disadvantaged; mentally or physically disabled; at-risk adults/elders; child abuse and neglect. Bilingual writing, reading and speaking skills in Spanish strongly preferred.

Required Knowledge: Knowledge of unit's functions, policies and procedures. Telephone and organizational skills are essential for this position.

Language Skills: Must have the ability to communicate effectively both verbally and in writing and the skill to organize materials and present information clearly and concisely in verbal and written form. Must understand and follow verbal and written instructions. Must have proficient knowledge of the English language, proper grammar, punctuation and spelling in other oral and written communication and have the ability to write routine reports and correspondences. Must be able to read, comprehend and apply laws, rules, regulations, policies and standard operating procedures required for this position, as well as, basic how-to documents and manuals.

Interpersonal Skills: Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Have strong customer service orientation and work collaboratively within a team environment. Interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations. Must have the skill to organize work flow and accomplish established objectives. Possess the ability to recognize when confidentiality is required and maintain strict confidentiality. Must maintain appropriate professional boundaries in relationships with customer/clients and the general public.

Mathematical Skills: Must have the ability to work with basic mathematical concepts such as addition, subtraction, multiplication and division and apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Skills: Must be able to apply basic principles of logic and reasoning to a variety of practical problems. Have problem solving and troubleshooting skills. Must have strong organizational skills and the ability to prioritize and work on multiple tasks. Must be able to exercise some independent judgment and function under pressure. Must be able to accomplish assigned tasks to meet established performance standards and objectives and thinks through the consequences of a decision prior to making it.

Office Technology/Computer Skills: Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone, copiers with scanning and faxing capabilities. Must have fundamental experience with word processing, database manipulation, spread sheets, email, and the knowledge to save and retrieve documents from a variety of destinations and sources. Must be able to learn the software and programs related to the position and the County.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit and stand for long periods of time; use hands and fingers to handle or feel; and reach with hands or arms. The employee is required to stand, walk, climb or balance, twist, stoop, kneel, crouch. Must be able to respond to the customers’ needs and perform tasks requiring extensive hand and eye coordination. Dexterity of hands and fingers to operate a computer keyboard, mouse and other devices and objects. The employee must frequently lift and/or move objects up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Physical ability and mobility to drive a motor vehicle to and from field and meetings as required. Ability to work extended shifts and attend training and meetings outside of regularly scheduled hours and the ability to work in stressful situations.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Ability to tolerate and be productive in a quiet to moderate noise level in the work place. Employee will have periodic exposure to hazards in the field such as driving and inclement weather and potentially hostile clientele. Exposure to computer screens. May visit client homes and encounter a variety of housekeeping standards and household pets. May be exposed to potential communicable health conditions and angry, hostile, frustrated individuals and those with behavioral and/or cognitive challenges. May travel to rural areas.

Special Requirements: Must possess and maintain a valid Colorado Driver’s License and satisfactory driving record. Ability to work evenings or weekends on an as needed basis. Successful completion of NIMS 700, IS 100 courses within one (1) year of hired.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Equal Opportunity Employer
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