Intake/Special Projects Coordinator

Key Responsibilities

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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

• 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

• 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