Intake Coordinator

Title: Intake Coordinator

Location: 4121 W Lake St Chicago, IL 60624

Shift: Full-Time 8:00AM - 5:00PM

Pay Grade: 103

Heartland Alliance Health’s (HAH) mission is to transform healthcare for the most vulnerable – particularly people experiencing homelessness, mental illness or addictions, or struggling with multiple chronic illnesses – improving health for all and the well-being of our community.

Summary: The Intake Coordinator is responsible for the intake and processing of new participants and maintaining and utilizing participant database to produce correct and adequate reports. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

• Complete participant intakes over fax, phone, and/or email, and complete necessary paperwork and communicate information to appropriate Grocery Coordinator. Distribute new and reactivated participant information as necessary.
• Maintain participant database to assure data accuracy and integrity of funder reports. Complete data entry regarding new participants, changes in participant status and service delivery. Maintain systems of tracking changes to be utilized by the Grocery Coordinators.
• Develop and maintain organization of participant files on a daily basis. Coordinate review or files to ensure files are complete and prepare files for audits.
• Perform outreach and develop relationships with local Infectious Disease clinics.
• Run recertification on a quarterly basis to ensure that all clients still qualify for grocery services. Work with Grocery Coordinators and the Nutrition Managers to assure the accuracy of documents to be distributed and obtain approval from the Manager, as appropriate.
• Serve as lead staff in communicating home delivered meal orders with partner hospital and resolving meal delivery problems. Work with Grocery Coordinator, pertinent volunteers, and participants to assure appropriate delivery.
• Serve as back-up receptionist when the regular staff is out of the office or otherwise engaged. Serve as back-up to cover and support grocery center operations when needed; including serving participants; coordinating participant paperwork; coordinating and supporting volunteer work and other general grocery center operations/work.
• Produce monthly participant and service statistical reports for management. Provide reports per funder specification for grant reporting and additional data for trend analysis and program planning.
• Participate in program planning and establishing of annual program objectives. Participate in quarterly reviews and evaluations of progress toward meeting objectives.
• Participate in regular program coordination meetings and other staff meetings, as indicated.
• Other duties as assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Bachelor’s Degree and two years experience in a social service environment.
• Other Skills and Qualifications:
• Organization Skills: Strong administrative, organization skills and high attention to detail is required.
• Language Skills: Excellent oral and written communication skills.
• Computer Skills: Familiarity and experience with database systems and management. Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Alliance.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or hear.
• While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel and reach with hands and arms.
• While performing the duties of this job, the employee is regularly required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl.
• The employee must be able to frequently lift and/or move less than 50 pounds.
• The employee must occasionally be able to lift and/or move over 50 pounds.
• Must regularly be able to operate an automobile/van.

• Medical, Dental, and Vision Insurance
• Health Savings Account (HSA) or Flexible Spending Account (FSA)
• Wellness Programs
• Employee Assistance Program (EAP)
• Tuition Reimbursement and Educational Assistance
• 401(k) Retirement Savings Plan
• Life Insurance
• Short-Term and Long-Term Disability Insurance
• Paid Time Off (PTO)
• Paid Holidays

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.