Quality Intake Specialist and Facilitator

Children & Families of Iowa; Council Bluffs (IA); On-site; USD 42,000 - 62,000; Full time

Job summary

Children & Families of Iowa is seeking a Quality Assurance & Intake Specialist to oversee case intake, ensure compliance with state standards, and support accurate documentation across multiple systems. The role requires collaboration with HHS, internal staff, and subcontractors to maintain smooth referrals and timely assignments.

The ideal candidate has an associate degree, at least two years in QA or intake, and experience with EHRs and licensing processes.

Qualifications

• Associate degree required; bachelor’s degree preferred in a human services-related field.
• At least two years of experience in quality assurance, intake coordination, or human services administration.
• Experience with accreditation, licensing, or compliance processes in a human services environment is a plus.

Responsibilities

• Manage and process all referrals from HHS for FCS services, ensuring proper documentation and compliance.
• Assign referrals to the appropriate FCS Unit based on case requirements and alignment with HHS Units.
• Enter client information into multiple tracking systems, including CFI’s FCS database, PIMSY, and Jarvis.
• Ensure timely assignment of Family Preservation cases to designated Family Specialists.
• Maintain communication with HHS, internal supervisors, and program directors regarding case assignments and delays.
• Ensure intake procedures align with state standards, licensing, and certification requirements.
• Monitor contract criteria compliance and implement corrective actions.
• Train staff on intake procedures and quality assurance standards.
• Review program data with QA team for continuous improvement.
• Act as liaison between HHS, FCS staff, and subcontractors for referrals and case management.
• Notify referring HHS workers of aligned Unit Supervisor within three days of intake.
• Track service authorizations, referrals, and terminations; keep records accurate.
• Assist in maintaining staff contact lists and referral tracking reports.
• Process requests for CFI to utilize subcontractors and coordinate Family Focused Meetings.

Skills

Attention to detail

Communication

Team collaboration

Data management

Education

Associate degree

Bachelor’s degree preferred

Tools

Electronic Health Records (EHR)

Case management databases

Job description

Description

As a Quality Assurance & Intake Specialist, you will work under the FCS Quality Assurance and Billing Manager, with oversight from the FCS Program Director, to ensure program compliance, quality assurance, and efficient intake processes for family-centered services. You will be responsible for managing case intake, ensuring adherence to state and licensing standards, maintaining accurate records, and collaborating with internal teams and external agencies. This role is ideal for a detail-oriented professional passionate about compliance, quality improvement, and effective client service delivery.

WHAT YOU’LL DO (AND WHAT’S IN IT FOR YOU):

Case Intake & Assignment

• Manage and process all referrals from HHS for FCS services, ensuring proper documentation and compliance.
• Assign referrals to the appropriate FCS Unit based on case requirements and alignment with HHS Units.
• Enter client information into multiple tracking systems, including CFI’s FCS database, PIMSY (electronic health records), and HHS’ FCS database (Jarvis).
• Ensure the timely assignment of Family Preservation cases to designated Family Specialists.
• Maintain communication with HHS, internal supervisors, and program directors regarding case assignments and any delays.

Quality Assurance & Compliance

• Ensure all intake procedures and documentation align with state standards, licensing, and certification requirements.
• Monitor compliance with contract criteria, identifying and implementing corrective actions as needed.
• Assist in training new and current staff on intake procedures and quality assurance standards to maintain consistency and efficiency.
• Work closely with the Quality Assurance team to review program data and contribute to continuous improvement efforts.

Communication & Coordination

• Act as a liaison between HHS, FCS staff, and subcontractors, ensuring seamless coordination of referrals and case management.
• Notify referring HHS workers of aligned Unit Supervisor within three days of intake.
• Track service authorizations, referrals, and terminations for ongoing and completed cases, ensuring records are accurate and up to date.
• Assist in maintaining and distribute up-to-date staff contact lists, alignment team lists, and referral tracking reports.

Subcontractor & Meeting Coordination

• Process and manage requests for CFI to utilize subcontractors, ensuring appropriate assignments and compliance with contract standards.
• Facilitate Family Focused Meetings, Child Safety Conferences, and YTDM meetings as needed.
• Ensure all meetings meet contract criteria and certification requirements, with timely documentation and communication to all parties involved.
• Coordinate meeting schedules with families, referral entities, and attendees, ensuring optimal timing and location for successful participation.

Requirements

WHAT YOU’LL NEED:

• Education & Experience:
  • Associate degree required; bachelor’s degree preferred in a human services-related field.
  • At least two years of experience in quality assurance, intake coordination, or human services administration.
  • Experience with accreditation, licensing, or compliance processes in a human services environment is a plus.
• Technical & Organizational Skills:
  • Experience working with electronic health records (EHR) and case management databases.
  • Ability to manage large volumes of data accurately while meeting deadlines.
• Communication, Collaboration & Attention to Detail:
  • Strong ability to interact professionally with referral sources, internal staff, and external agencies.
  • Ability to train and support staff in compliance-related procedures.
  • Must be highly detail-oriented and committed to accuracy in case assignments, documentation, and reporting.
• Other Requirements:
  • Valid driver’s license, current motor vehicle insurance & reliable transportation may be required for occasional travel.
  • Must be able to handle confidential and sensitive client information with professionalism.

ADDITIONAL REQUIREMENTS:

• Maintain all required training and certifications per licensing and accreditation standards.
• Must be able to work independently and as part of a team, ensuring seamless coordination between intake, quality assurance, and service delivery.

Be a part of something extraordinary!
We are proud to be an Equal Opportunity Employer. Qualified applicants will be considered without regard to race, sex, disability, veteran, or other protected status.