Intake Coordinator
2 weeks ago
The Intake Coordinator is responsible for coordinating the intake and admission process for individuals seeking services through Office for People with Developmental Disabilities (OPWDD) programs. This position ensures compliance with all OPWDD regulations while facilitating timely, respectful, and person-centered onboarding. The Intake Coordinator is also an on-call position that screens intakes and decides independently based on eligibility and availability, when accepting or rejecting a referral. The coordinator acts as a liaison between families, Care Coordination Organizations (CCOs), organization staff, and OPWDD representatives.
What You'll Do
- Coordinate and manage the intake process for individuals applying for residential, day habilitation, community habilitation, and other OPWDD services.
- Review and verify eligibility documentation, including Notice of Decision (NOD), Level of Care (LOC), psychological evaluations, and Medicaid /Social Security status.
- Collect and organize intake documentation such as psychological evaluations, medical records, Life Plans, Staff Action Plans (SAPs), and other requested documents
- Schedule and take lead on referral meetings with the program teams to determine if additional screenings are requested.
- Conduct intake interviews with individuals, families/guardians, and care managers to assess service needs and goals.
- Maintain accurate and confidential intake records in accordance with HIPAA and OPWDD guidelines.
- Schedule and coordinate residential screenings, tours, and interdisciplinary team meetings.
- Prepare and submit intake documentation required by the organization and OPWDD.
- Collaborate with internal program directors to ensure a smooth transition and appropriate placement.
- Track referrals and maintain records of all referrals.
- Participate in organization admissions committees and CRO (Certified Residential Opportunities) meetings, as applicable.
- Assist in backfill requests and vacancy reporting processes when appropriate.
- Provide information and guidance to families regarding service options, eligibility requirements, and next steps.
- All intake coordinators are cross trained in all Intake and Referral intake programs, to be knowledgeable of the teams responsibilities overall support is needed.
- Maintain formal tracking system to measure organization service referral performance as it relates to marketing and relationships with referral resources.
- Enters client into agencies internal systems. (My Evolv/ Lewis)
- Participate in community partnership meetings and workshops as needed.
- Assist in events to represent the Intake and Referral department.
- Associate's or Bachelor's degree in Human Services, Psychology, Social Work, or related field (Bachelor's preferred).
- Minimum of 1-2 years of experience in an intake, case management, or OPWDD-related role.
- Knowledge of OPWDD eligibility criteria, waiver services, and documentation requirements.
- Strong organizational, communication, and interpersonal skills.
- Ability to manage multiple referrals and meet deadlines.
- Proficiency in Microsoft Office and electronic health record systems.
- Valid driver's license and ability to travel locally as needed.
- Familiarity with CHOICES, EHR systems, and the CRO process preferred.
- Knowledge of HCBS Waiver services and person-centered planning preferred.
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