Intake & Admissions Coordinator

About the role

Alternatives, Inc. is looking to hire a full-time Intake & Admissions Coordinator to coordinate and support the intake and admissions process for individuals referred to I/DD residential and day program services.

Responsibilities

• Promote Vacancies
• Maintain updated vacancy reports and communicate vacancies to internal departments, DDD, and Support Coordination Agencies (SCAs).
• Attend provider and transition fairs, as well as applicable community events, to share information about Alternatives and its services and vacancies.
• Intake Coordination
• Collaborate with the Associate Vice Presidents of Services to minimize program vacancies and make informed placement recommendations.
• Serve as a primary point of contact for referrals and inquiries (phone, email, and website contact page) from DDD, Support Coordination agencies (SCAs), families, and other sources.
• Provide timely response (within two business days) for all admissions inquiries, while demonstrating high-quality customer service skills.
• Regularly review referral documentation from all sources, e.g. those received directly and those available on Division’s File Transfer Program Secure web portal. Request additional information as needed to conduct a thorough review.
• Maintain organized and up-to-date referral records in the agency’s electronic health record system.
• Evaluate referrals to determine appropriateness, based on internal capacity and client needs, with consideration given to: Community Care Program status, NJ Comprehensive Assessment Tool tier, and individuals preferences.
• Assess needs in areas of mobility, medical, behavioral, communication, Activities of Daily Living, geographic preference, age preference for peers, emergency evacuation skills/needs, availability of appropriate day services in proximity to the home, if applicable, and Alternatives’ eligibility criteria.
• Coordinate and facilitate Meet & Greets with the candidate’s interdisciplinary team, including scheduling, document distribution, and intake assessment facilitation.
• Present overview of Alternatives, guide discussion, and complete intake assessment documentation.
• Coordinate and attend program tours, current setting observations, and visits with housemates in collaboration with Program Leadership.
• Coordinator overnight trial visits and ensure proper documentation is collected prior to the visits, according to policy.
• Assist in determining appropriate placement recommendations based on collected information and team input.
• Admissions Processing
• Complete DDD Provider Response Forms and communicate admission decisions to referral sources in accordance with DDD procedures.
• Initiate and monitor criminal background checks and Medicaid eligibility verification.
• Extend verbal and written offers of placement as appropriate.
• Coordinate pre-placement meetings (PPMs), including scheduling, agenda distribution, meeting facilitation, and pre-admission documentation tracking.
• Schedule admission date to occur within 30 days of the PPM.
• Schedule review of Alternatives’ Family Orientation and Acknowledgement Packet.
• Documentation & Compliance
• Maintain updated vacancy reports for DDD and SCAs.
• Communicate admissions decisions to appropriate departments at Alternatives.
• Ensure required documentation is collected prior to admission in accordance with Alternatives’ policy, including financial and identification documentation essential for the completion of the individual’s Contribution to Care and Rental Agreements.
• Ensure that Program Leadership receives the updated Individual Service Plans and Service Detail Reports prior to admission.
• Request and evaluate for accuracy the Addressing Enhanced Needs form prior to admission, for individuals with behavioral and/or medical acuity.
• Enter and maintain accurate admissions data in Alternatives’ EHR, including referral dates, meetings, tours, observations, visits, and status updates.
• Maintain confidentiality and security of all client records.
• Ensure adherence to DDD regulations, Alternatives’ policies, and non-discrimination for admissions standards.
• Administer Exit Survey for individuals who leave Alternatives IDD residential and day program services.
• Collaboration & Communication
• Collaborate with Program Leadership, Behavioral and Health Services, Housing, Billing and EHR departments throughout the admissions process.
• Communicate regularly with families, guardians, DDD, SCAs, and other external stakeholders as needed.
• Present options for payeeship to enable individuals/guardians/families to make informed decisions. Connect appropriate parties with external payeeship services, as needed.
• Provide ongoing information and support to Program Leadership until the individual is admitted and thereafter, as needed.
• General Responsibilities
• Participate in meetings, trainings, and committees as assigned.
• Remain informed of programs, services, and industry best practices, including licensing requirements related to admissions standards.
• Represent Alternatives professionally in all interactions with stakeholders.
• Treat all clients with dignity and respect.
• Cooperate with Alternatives, Inc. and the N.J. Department of Human Services in all inspections, audits, inquiries and investigations.
• Perform other duties as assigned.
• Physical Requirements
• Ability to travel locally for meetings, program visits, tours and provider fairs.
• Training
• All employees are required to complete 10-15 trainings upon hire and on an ongoing basis. Trainings are a combination of in person, which require staff to commute to the main office in Raritan NJ, and remote, using Go To Meeting. All trainings are paid.
• Benefits
• Full-Time & Part-Time Employees are entitled to the following Benefits:
• Paid Trainings
• Mileage Reimbursement
• Direct Deposit
• Holiday Pay
• 401K Plan
• Federal Credit Union
• Discounted Auto Insurance
• Advancement Opportunities
• Worker’s Compensation
• Employee Assistance Program
• Voluntary Vision Plan
• AFLAC
• Pre-Paid Legal Services
• Pet Insurance
• Additional Benefits for Full-Time Employees
• Medical Insurance
• Dental Insurance
• Life Insurance
• Short and Long Term Disability
• Flexible Spending Account Participation
• Tuition Reimbursement
• Loan Forgiveness Program (PSLF)
• Paid Benefit Time (120 hours)
• Paid Sick Time (40 hours)
• Paid Bereavement Leave
• Paid Jury Duty Leave

Are you ready to join our team?

If you feel that you are right for the full-time Intake & Admissions Coordinator position, apply now with our mobile-friendly application!

Alternatives, Inc. is an equal opportunity employer.