Intake Coordinator - Christian Children's Home of Ohio

The Intake Coordinator coordinates all admissions for the Children's Residential Center, including the coordination and oversight of the continuum of medical care andyearly updates of photos. Documents client's past medical appt history as communicated by county for CRC medical team. Continues to provide placement support for resident throughout their stay in residential. Verifies current per diem rates at the time of placement and reports census/ bed days to billing department. Takes the lead on getting files ready for audits, assuring they are accurate. Ensures that the insurance coverage for resident is up to date and verifies this weekly. . On call for after-hours emergency placements.

This position includes on-call duties at the daily on-call rate. The Intake Coordinator is expected to fulfill on call duties daily between 7am- 9pm including weekends/holidays, except when using Paid Time Off, or otherwise determined by CRC leadership.

ESSENTIAL DUTIES & RESPONSIBILITIES: 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.

It is the responsibility of each employee to be a consistent witness for Jesus Christ and to adhere to the Statement of Faith/Standard of Moral Conduct. Further, each employee is responsible for dealing with others with a Christ-like attitude while helping them experience their worth in Christ and demonstrating behaviors reflecting CCHO's core values of Relentless Commitment, Selflessness, and Kindness.

Job-specific essential functions include the following:

• TEAM FIRST: Makes every effort to maintain a 'team first' spirit and atmosphere within the workplace environment, maintaining appropriate working relationships and promoting collaboration.
• Assists in creation and ongoing maintenance of county contacts.
• Mailings, email communications, phone follow-ups of services; "thank you" communications for visits, etc.
• Fields and disseminates communications regarding potential admissions; updates wait list
• Assists with COA and audit preparations.
• Creates new folder and enters all prior annual medical appointments in shared document library folder.
• Prepares and completes admission paperwork for incoming CRC residents, which include the following:
• Sends out admission application packets to interested placement entities.
• Assigns case number to the new resident & prepares files for each section of paperwork.
• Reserves meeting space for county staff worker, CCHO caseworker and therapists for new admissions. Participates in new admissions meeting collecting information from the county case worker.
• Provides necessary communications to all involved parties for new resident
• Coordinates and distributes all intake paperwork for CRC, medical, school, cottage and log files. Facilitates follow-up phone calls with placement entities for any paperwork not completed or returned.
• Meets weekly with Residential Director to get updates on intakes, discharges and transfers updating the Pop Report on Tuesdays reflecting current population, pending discharges, and pending admits.
• Calls and verifies insurance coverage for residential placements; verifies Medicaid coverage on the Medicaid portal, copies Medicaid card for the medical binders (ensure that insurance card is uploaded into child's EHR), copies for those designated to receive.
• Enters all intake information into Carelogic, creates a Face Sheet to be placed in each medical binder and other copies as needed.
• Coordinates initial planning ITP development within the first 30 days, ensuring a letter of invite is sent to the youth's team members, including but not limited to Guardian Ad Litem, Probation Officer and Guardian as applicable; keeps proof of meeting invites in writing and potential changes of dates for Electronic Health Record.
• Provides the Billing Department with required information within procedure protocol.
• Updates face sheet for medical binder when workers and/or contact persons change.
• Updates "Pop Report" on Monday in the shared document library for review; distribute when necessary.
• Updates Admission/Discharge Log in the shared document library; prepare and have ready for audit review.
• Updates Census Report and provides monthly to Billing. Provides census to Finance weekly for KPI report.
• Ensures all 30-day reports are ready and turned into billing at the first of each month.

Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES: None.

REQUIRED SKILLS & ABILITIES:

• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Excellent interpersonal skills, including conflict resolution, required. Must be able to communicate well with colleagues, verbally and in writing to ensure safety and efficiency.
• Ability to work independently. Ability to multi-task and prioritize effectively.
• Excellent organizational skills and attention to detail.
• Ability to apply common sense. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with a variety of abstract and concrete variables.
• Competency with Microsoft Office Suite and the internet, as well as CCHO clinical documentation software (electronic health record).
• Ability to function well in a fast-paced environment, as well as cope and tolerate high levels of stress.

EDUCATION, EXPERIENCE, CERTIFICATIONS/LICENSES:

• Associates degree or equivalent from two-year college or technical school; or six to twelve months related experience and/or training; or equivalent combination of education and experience.
• Valid Ohio Driver's License and a driving record that allows that individual to be insurable on agency policy, preferred.

PHYSICAL REQUIREMENTS:

• Frequently required to walk, sit, talk, and hear, including a requirement to stand or walk for extended periods of time, sometimes through uneven terrain.
• Often required to use hands/fingers, handle or feel; reach with hands and arms, climb or balance and stoop, kneel, crouch or crawl. Specific vision abilities required include close vision, distance vision, depth perception, and the ability to adjust focus.
• Prolonged sitting at a desk or workstation and working on a computer.
• Ability to use a telephone, hear and be heard, and speak clearly with clients and the general public. Must be able to use a cell phone for on-call responsibilities.
• Regularly able to lift/move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.