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, facilitating their registration and admission into the various services offered by CLASS. This role involves gathering essential documentation, assisting in needs assessments, training staff, and maintaining communication with participants, their families, funding sources, 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.
    • Coordinate with program supervisors to connect referral candidates with suitable programs, guiding families in securing necessary funding.
    • Plan and conduct follow-up meetings with program leaders to assess consumer placements and strategize for enhanced satisfaction.
    • Engage with Service Coordinators to provide updates on program availability and referral statuses.
  • Intake Process Coordination:
    • Effectively communicate with new applicants to ensure a thorough and timely intake experience.
    • Educate applicants and their families about the services provided by CLASS.
    • Schedule and conduct intake visits in participants' homes.
    • Complete the intake assessment for new referrals and manage all required documentation.
    • Maintain ongoing communication with consumers, families, and funding sources regarding referral progress.
  • Service Initiation Coordination:
    • Inform Program Directors and Human Resources about applicant eligibility and service requirements.
    • Share relevant information with Program Specialists and support staff.
    • Complete initial documentation in the HHA Exchange/database, ensuring accurate tracking and billing.
    • Collaborate with the participant's Service Coordinator to secure initial service authorizations.
    • Verify that service authorizations are complete and accurate for the commencement of services.
    • Assist in training program staff for new participants prior to their entry into the program.
  • Data Management:
    • Collect and input data to comply with CLASS's quality management standards.
    • Generate and review quality management reports as needed.
    • Participate in audits of participant files and assist with program evaluations.
  • Community Engagement:
    • Collaborate with Community Engagement Specialists to promote services at community and provider events.
    • Support the launch of new housing options as referrals are approved.
    • Perform additional duties as assigned.

MINIMUM QUALIFICATIONS:

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

REQUIRED SKILLS:

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

ADDITIONAL REQUIREMENTS:

  • Execute all responsibilities in a professional and timely manner.
  • Foster an equitable and inclusive work environment.
  • Receive and provide constructive feedback professionally.
  • Engage sensitively and tactfully with individuals, families, and colleagues.
  • Participate in required training sessions.
  • Exhibit self-direction, organization, and responsibility while being an effective team member.
  • Remain accessible to assigned individuals during working hours.
  • Serve 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 conducted in an office setting and is mostly sedentary, requiring prolonged periods of sitting.
  • Requires a full range of motion, including manual dexterity for using office equipment.
  • Ability to engage in various physical activities such as sitting, standing, walking, and reaching.
  • Must be able to respond to phone calls and engage in face-to-face conversations.
  • Ability to interact with visual information on screens and read printed materials.
  • Must be able to operate office equipment such as copiers, scanners, and computers.
  • Ability to lift up to 25 pounds.

CLASS is committed to providing equal opportunities in employment and services without discrimination based on race, creed, color, national origin, sex, disability, or age.

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