Interest, Enrollment, and Data Coordinator

Responsibilities

• Intake, Outreach, and Enrollment: Serve as the initial point of contact for all phone, website, and referral inquiries using a welcoming, person-centered approach that promotes informed choice.
• Collaborate with Development on outreach and marketing initiatives.
• Maintain interest lists and track inquiry trends to support program development and planning.
• Lead coordination and facilitation of the Admissions, Review, and Discharge (ARD) process, including ARD #1 and ARD #2.
• Ensure all admissions, re-admissions, transfers, and discharges follow structured and compliant workflows.
• Verify that all required approvals, documentation, and funding authorizations are completed prior to service initiation.
• Monitor ARD timelines, sequencing requirements, authorization deadlines, and documentation standards.
• Proactively identify and escalate barriers, delays, risks, or incomplete documentation impacting enrollment or service initiation.
• Coordinate collection and review of all required admission, clinical, and funding documentation prior to service initiation.
• Ensure documentation is accurate, complete, audit-ready, and uploaded into appropriate systems including iCM Outreach.
• Verify and monitor DDA eligibility, Medicaid status, and financial redetermination requirements.
• Identify and escalate risks related to loss of eligibility, missing documentation, over-resources, or lapses in Medicaid coverage.
• Ensure documentation practices meet all audit and compliance standards.
• Review LTSS/WAMS notification systems to support timely PCP/ISP authorization processes.
• Review PCP/ISP documentation to ensure alignment between assessed needs, authorized services, and person-centered outcomes.
• Apply knowledge of DDA and DBHDS systems to ensure eligibility, funding alignment, and authorization compliance prior to admission.
• Identify and escalate gaps between person-centered goals and proposed services.
• Ensure admissions reflect informed choice, least restrictive options, and HCBS compliance requirements.
• Collaborate with the Business Office, CCS/Support Coordinators, families, and stakeholders to ensure funding authorization and billing alignment prior to service initiation.
• Monitor and track financial eligibility risks and redetermination deadlines.
• Utilize iCare Manager and other systems to track, trend, and monitor enrollment, authorization, and person-centered planning activities.
• Develop and maintain tracking systems, ARD matrices, and operational monitoring tools.
• Track and analyze data throughout the admissions lifecycle from inquiry through service initiation.
• Generate routine and ad hoc reports to support leadership decision-making, compliance monitoring, and program planning.
• Identify trends, systemic barriers, service gaps, and compliance risks impacting service access and program capacity.
• Monitor completion and timeliness of PCPs/ISPs and other compliance-related requirements.
• Participate in internal audits and quality assurance activities while escalating identified risks related to health, safety, funding, or program capacity.
• Coordinate outreach activities with CCS/Support Coordinators, school systems, and community partners.
• Maintain active collaboration with DDA, DBHDS, and other community stakeholders.
• Research, create, and maintain community resource directories.
• Build relationships with residential, clinical, funding, and state entities.
• Represent Makom at provider fairs, school events, and community outreach opportunities.
• Educate referral sources, individuals, and families regarding Makom programs and services.
• Conduct review meetings with individuals prior to discharge from services.
• Coordinate follow-along activities post-discharge when appropriate.
• Serve as a central point of coordination between internal departments, families, CCS/Support Coordinators, and stakeholders.
• Ensure communication regarding admissions, documentation, authorizations, and service initiation remains timely, clear, and well-documented.
• Collaborate closely with Programs, Human Resources, the Business Office, and leadership teams.

Qualifications

• Bachelor’s degree in human services or a related field required.
• Strong knowledge of DDA eligibility, Medicaid, financial redetermination, and HCBS Final Rule requirements.
• Understanding of person-centered planning principles and service authorization processes.
• Experience analyzing data, identifying trends, and generating reports to support operational and compliance initiatives.
• Experience with iCare Manager or similar data systems preferred.
• Strong organizational skills with the ability to manage multiple complex processes simultaneously.
• Excellent communication, customer service, and stakeholder engagement skills.
• Proficiency with Microsoft Office applications and general computer skills.
• Ability to maintain professionalism and collaborative relationships with individuals, families, colleagues, and community partners.
• Valid driver’s license required.
• Ability to pass background and reference checks.