Intake Coordinator

Position Description

The Intake Coordinator plays a crucial role in managing Health Home intakes and assigning eligible clients to Health Home Plus. Responsibilities include entering intake data into FCM and E-Icare, collaborating with Health Home leads and providers on client inquiries, and tracking completed intakes. The Intake Coordinator will meet weekly with peers to discuss outreach outcomes and provide coverage for the Data Manager when needed. Additionally, they will offer clerical support and assist with administrative tasks for the Health Home program. 

This position operates on a hybrid schedule, with four days in the office and one remote workday.

Essential Job Functions

       Create and maintain patient records in FCM/e-Icare, ensuring all information is updated and accurate.

       Enter complete and accurate demographic and current insurance details into the FCM/e-Icare system.

       Screen incoming referrals to confirm eligibility and appropriateness.

       Complete intakes as necessary and review intakes done by peers to ensure all required documentation meets Health Home standards.

       Process newly enrolled clients and assign them to care managers according to established protocols.

       Answer, respond to, and document emails and phone calls in a timely manner.

       Obtain external medical reports (PSYCKES) to verify clients' diagnoses.

       Update internal spreadsheets, including the HU roster and the Matrix, on a daily basis.

       Report any missing documentation findings to the Data Manager.

       Check EPACES and MAPP portals to verify clients’ Medicaid eligibility.

       Conduct diligent searches for members who are lost to care, contact emergency contacts, and perform inmate lookups.

       Regularly enter progress notes for outreach and diligent search efforts.

       Collaborate with the Data Manager to distribute outreach assignments to peers.

       Meet with peers to gather information on the outcomes of outreach efforts.

       Ensure all intake packages contain all required forms for enrollment.

       Collaborate closely with the Business Development Team on referrals and intakes for the program.

       Follow up on referrals made by Health Home leads to ensure continuity of care and provide feedback on the effectiveness of the referral process.

Other Responsibilities

       Provide clerical assistance as needed, including document preparation, filing, and data entry.

       Support and actively participate in program efforts aimed at improving Health Home systems and enhancing medical outcomes for participants.

       Complete additional tasks as assigned by the supervisory team to ensure the smooth operation of the program.

       Help maintain accurate records and documentation related to program activities and participant services.

       Collaborate with other team members to identify areas for improvement in program processes and participant care.

       Participate in training and development opportunities to enhance professional skills relevant to the role. 

Education and Certification

       Associate's degree in a relevant field. 

       1-2 years of experience in the social services sector. 

       Bilingual: Proficiency in both English and Spanish is required.

Special Skills and Knowledge

In addition to the above-listed job responsibilities and educational requirements, the ideal candidate for this position possesses most or all the following:

•  Manage multiple tasks while meeting deadlines independently.
• Proficiency in Microsoft Word, Excel, and Outlook-Utilize Microsoft Word, Excel, and Outlook for documentation and reporting.
• Collaborate with team members in a positive and supportive manner. A strong team player attitude with a focus on collaboration.
• Strong organizational skills and the ability to prioritize effectively.
• Excellent time management and communication skills, both written and verbal.
• Familiarity with Epaces and electronic medical systems is preferred.