Intake/Special Projects Coordinator

Description

The Intake Coordinator serves as the primary point of contact for referrals received by the Care Management Agency and plays a critical role in connecting children and families to Health Home Care Management services. This position is responsible for managing the intake process from referral through enrollment and assignment, ensuring timely outreach, eligibility determination, documentation completion, and coordination with families, providers, and referral sources.

The ideal candidate is highly organized, detail-oriented, customer-focused, and skilled at engaging families while navigating complex eligibility and enrollment requirements.

Key Responsibilities

Referral Management

• Receive and process referrals from a variety of referral sources.
• Enter and maintain referral information in agency tracking systems.
• Collect and document demographic, caregiver, insurance, and referral information.
• Verify Medicaid eligibility through ePACES.
• Maintain accurate and up-to-date intake records.

Family Outreach and Engagement

• Contact families, guardians, or adult members promptly following referral receipt.
• Explain Health Home Care Management services and program expectations.
• Conduct intake discussions to identify strengths, needs, goals, and barriers.
• Build positive relationships with families and support informed decision-making regarding enrollment.

Referral Source Coordination

• Respond to referral sources in a timely manner.
• Obtain supporting documentation and collateral information.
• Serve as a liaison between providers, community organizations, and families throughout the intake process.

Eligibility Determination

• Review referrals for Health Home eligibility and appropriateness.
• Evaluate supporting documentation to confirm qualifying conditions.
• Verify diagnoses meet New York State Health Home requirements.
• Accurately document eligibility determinations and required ICD-10 diagnoses.

Consent and Documentation Management

• Obtain required enrollment and consent documentation.
• Explain forms and processes in a manner that is understandable to families.
• Ensure all intake documentation is complete and compliant prior to enrollment.
• Track pending documentation and follow up as needed.

Enrollment and Assignment

• Review completed intake files for enrollment readiness.
• Coordinate enrollment activities within MAPP and agency systems.
• Assign enrolled members to Care Managers based on factors such as acuity, location, language needs, and caseload capacity.

Compliance and Quality Assurance

• Complete timely and accurate documentation of all outreach and intake activities.
• Maintain compliance with Medicaid, HIPAA, Health Home, and organizational requirements.
• Participate in audits, staff meetings, supervision, and quality improvement activities.
• Track and report referral and enrollment outcomes.

Special Projects

• Assist Director with ad hoc/special initiatives and projects
• Assist with the implementation of new workflows, regulatory changes, and operational priorities.
• Perform other related duties and special projects as assigned to support agency operations and strategic goals.

Skills, Knowledge and Expertise

Required

• Associate's degree required.
• Bachelor's degree in Social Work, Human Services, Psychology, Public Health, or a related field preferred.
• One to two years of experience in healthcare, social services, care management, intake coordination, customer service, or a related field.
• Strong organizational, communication, and time-management skills.
• Ability to engage families from diverse backgrounds.
• Proficiency in Microsoft Office and electronic documentation systems.
• Ability to maintain confidentiality and manage sensitive information

Preferred

• Experience with Health Home Care Management programs.
• Knowledge of Medicaid and community-based services.
• Familiarity with ePACES, MAPP, and Foothold Care Management (FCM).
• Knowledge of New York State Health Home eligibility requirements.
• Bilingual language skills.

Benefits

• Paid Time Off (Vacation, Sick, Holidays)
• Benefits (Medical, Dental, Vision)
• Flexible work enviorment

About CLCF

We specialize in delivering innovative solutions and exceptional services to meet the diverse needs of our clients. With a strong commitment to quality and customer satisfaction, we strive to exceed expectations and drive success in every project we undertake.