Participant Intake Specialist

2 weeks ago

Pittsburgh, Pennsylvania, United States Community Living & Support Services (CLASS) Full time
Job Overview

POSITION: Intake Coordinator


PRIMARY ROLE: The Intake Coordinator is responsible for proactively engaging with participants to facilitate their registration and admission into the comprehensive services offered by CLASS. This role involves collecting essential documentation, assisting in needs assessments, training staff, and maintaining clear communication with participants, families, funders, and team members throughout the admission process.


KEY RESPONSIBILITIES:

  • Referral Management:
    • Identify and suggest potential new referrals by collaborating with Community Engagement Specialists and program directors.
    • Assist program supervisors in connecting referral candidates with suitable programs and guide families in securing necessary funding.
    • Develop and execute follow-up meetings with program leaders to evaluate consumer placements and strategize for enhanced satisfaction.
    • Engage with program directors regularly to stay updated on new referrals and devise strategies for optimal program placements.
    • Maintain monthly communication with Service Coordinators to provide updates on CLASS program availability.
  • Intake Process Coordination:
    • Effectively communicate with new applicants to ensure a thorough and timely intake process.
    • Educate applicants and their families about the services provided by CLASS.
    • Schedule and conduct intake visits in participants' homes.
    • Facilitate tours of agency programs for tracking new referrals.
    • Complete the intake assessment for new referrals and ensure all required documentation is collected and processed.
    • Maintain ongoing contact with consumers, families, and funding sources to keep them informed about their referral status.
  • Service Initiation Coordination:
    • Notify Program Directors and Human Resources regarding applicant eligibility and service requirements.
    • Disseminate necessary information to Program Specialists and support staff.
    • Complete initial documentation in the HHA Exchange/database for tracking and billing purposes.
    • Coordinate with the participant's Service Coordinator to obtain initial service authorizations.
    • Ensure accuracy and completeness of service authorizations prior to service commencement.
    • Assist in training program staff for new candidates before their entry into the program.
  • Data Management:
    • Collect and input data to ensure adherence to CLASS's quality management plan.
    • Generate and review quality management reports as assigned.
    • Participate in audits of participant files and assist with program evaluations.
    • Support annual and unscheduled visits, audits, and inspections as needed.
  • Community Engagement:
    • Collaborate with Community Engagement Specialists to participate in community and provider events, sharing information about services.
    • Assist in launching new housing options as referrals are approved.
    • Perform additional duties as assigned.

MINIMUM QUALIFICATIONS:

  • Bachelor's Degree in Human Services or a related field preferred; or two years of experience working with individuals with disabilities, including knowledge of funding sources and reimbursement rates.
  • Experience in admissions and case management is preferred.
  • Familiarity with HHAX and Therap software (or similar systems) is preferred.
  • Proficient in Microsoft Office Suite, including Outlook, Word, and Excel.
  • Possess a valid driver's license and reliable transportation.

REQUIRED SKILLS:

  • Outgoing, responsive, and self-motivated with strong time management and organizational skills.
  • Excellent written and verbal communication abilities.
  • Detail-oriented with exceptional follow-up skills.
  • Strong critical thinking and independent decision-making capabilities.

ADDITIONAL REQUIREMENTS:

  • Perform all responsibilities in a professional and timely manner.
  • Promote equitable services and a positive work environment.
  • Accept constructive feedback professionally.
  • Engage sensitively and tactfully with individuals, families, and colleagues.
  • Attend required training sessions related to job functions.
  • Exhibit self-direction, organization, and responsibility while functioning as a team member.
  • Remain accessible to assigned individuals during scheduled working hours.
  • Act as an advocate and educator of the agency's values and mission.
  • Adhere to policies established by CLASS and its funding sources.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

  • Work is primarily performed in an office setting and may involve prolonged periods of sitting.
  • Requires a full range of motion, including manual dexterity for computer use.
  • Involves sitting, standing, walking, typing, and reaching for files.
  • Ability to respond to phone calls and engage in face-to-face conversations.
  • Ability to interact with text and graphical information on screens and read printed materials.
  • Proficient use of office equipment such as copiers, scanners, and telephones.
  • Ability to lift up to 25 pounds.

CLASS is committed to providing equal opportunities regardless of race, creed, color, national origin, sex, disability, or age in all aspects of its services and employment.

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