Intake and Recruiting Coordinator

Position Summary

The HCB Waiver Intake & Recruitment Coordinator manages prospective participant referrals from first contact through enrollment, service initiation, and handoff to case management. This role also supports recruitment and onboarding of qualified direct-care staff to ensure participants can receive authorized services promptly. The position requires strong knowledge of person-centered service planning, Medicaid waiver documentation, confidentiality, eligibility workflows, and Kentucky HCB Waiver requirements under 907 KAR 7:010. This position will serve as a dual role in supporting the Intake process and Recruitment process departments.

Essential Duties

• Receive, track, and respond to HCB Waiver referrals from hospitals, families, community partners, ADRCs, providers, and self-referrals.
• Conduct initial participant screening to identify potential Medicaid, HCB Waiver, nursing-facility level-of-care, service, and safety needs.
• Explain the intake process, participant choice, required documentation, and next steps to applicants, families, and referral sources.
• Collect and maintain intake documents, releases, demographics, referral records, Medicaid information, assessments, and service-related records.
• Coordinate referrals and handoffs with DCBS, kynect, ADRCs, case managers, healthcare providers, and other community partners.
• Track referral status, incomplete documentation, eligibility determinations, waitlist status, start-of-service dates, and enrollment outcomes.
• Support person-centered planning and conflict-free case-management practices where applicable.
• Recruit direct-support and caregiving personnel through job postings, community outreach, job fairs, referral programs, and partnerships.
• Screen applicants; coordinate interviews, credential verification.
• Match staffing availability and competencies to participant needs while escalating coverage gaps promptly.
• Prepare referral, intake, recruitment, staffing, and conversion reports for leadership.
• Comply with HIPAA, Medicaid, agency, and state documentation requirements.

Minimum Requirements

• Minimum High school diploma or GED required.
• At least 1–2 years of experience in Medicaid waiver services, healthcare intake, case management, care coordination, human services, recruiting, or direct-care operations.
• Knowledge of Kentucky Medicaid and HCB Waiver processes preferred.
• Experience with person-centered planning, care coordination, or community-based services preferred.
• Strong written and verbal communication skills, including the ability to explain program requirements clearly to applicants and families.
• Strong organization, follow-up, documentation, data-entry, and caseload/referral-management skills.
• Proficiency with Microsoft Office and electronic health record, CRM, scheduling, or case-management systems.
• Valid driver's license, reliable transportation, and current auto insurance. Some travel may be required.
• Ability to pass required criminal-background screening, drug screening, TB or other health screening if required by the agency, and verification of driving credentials.

Pay & Schedule

• Pay: $20–22/hour depending on experience
• Schedule: Monday and Friday required in office. Flexible days and hours Tuesday–Thursday up to 30 hours.

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