Intake Care Coordinator

Position Summary

The Intake / Care Coordinator serves as the first point of contact for referrals and is responsible for coordinating the intake process, assessing client needs, and ensuring timely placement into JC BestCare services. This role plays a critical part in maintaining compliance, supporting client-centered care, and facilitating communication between clients, families, case managers, and internal teams.

The Coordinator ensures all applicants, host home providers, and clients meet agency and regulatory requirements while helping match individuals to appropriate services and placements.

Key Responsibilities

Intake & Referral Management

Receive, review, and process incoming referrals from case managers, agencies, and community partners

Conduct initial screenings to determine eligibility and service needs

Coordinate intake assessments and gather required documentation

Maintain accurate and up-to-date referral tracking systems

Communicate with referral sources regarding application status and next steps

Care Coordination & Placement

Match clients with appropriate host home providers or services based on needs, preferences, and compatibility

Coordinate move-ins, transitions, and onboarding processes for new clients

Collaborate with House Managers, caregivers, and leadership to ensure successful placements

Monitor placement stability and address concerns proactively

Documentation & Compliance

Ensure all intake packets, applications, and supporting documents are complete and compliant with agency, state, and federal requirements

Maintain organized and confidential client files (electronic and physical)

Track and verify required documents such as IDs, insurance, training records, and background checks

Ensure timely completion of service agreements and authorizations

Review daily progress documentation to ensure they meet billing standards.

Client & Family Engagement

Serve as a liaison between clients, families, guardians, and care teams

Provide clear guidance on program requirements and expectations

Address concerns, answer questions, and provide ongoing support throughout the intake and placement process

Maintain a high level of professionalism and customer service

Interdepartmental Coordination

Work closely with HR, compliance, and operations teams to ensure both clients and providers meet onboarding requirements

Coordinate training schedules for host home providers and caregivers

Support audits, licensing reviews, and internal quality assurance processes

Reporting & Quality Assurance

Track key metrics such as referral volume, conversion rates, and placement timelines

Identify gaps in the intake and placement process and recommend improvements

Ensure adherence to JC BestCare policies and person-centered care practices

Required Qualifications

Bachelor’s degree in Social Work, Human Services, Healthcare Administration, or a related field (preferred)

Minimum of 2+ years of experience in case management, intake coordination, healthcare, or social services

Knowledge of Medicaid HCBS, IDD services, or residential care (preferred)

Valid driver’s license and reliable transportation

Ability to pass all required background checks and screenings

Required Skills & Competencies

Strong organizational and time management skills

Excellent communication and interpersonal abilities

Ability to multitask in a fast-paced, high-volume environment

Attention to detail and strong documentation skills

Critical thinking, problem-solving, and decision-making abilities

Proficiency with Microsoft Office and electronic record systems

Work Environment & Expectations

Office-based with occasional travel for assessments, meetings, or home visits/site visits

May require flexible hours based on client needs and intake demands

Ability to manage confidential information with integrity

Review member medications to ensure compliance

Performance Expectations

Timely processing of all referrals and applications

High accuracy and compliance with documentation standards

Effective and appropriate client-to-provider matching

Strong communication with stakeholders and internal teams

Contribution to occupancy and program growth goals

Why Join JC BestCare?

At JC BestCare, we are dedicated to empowering individuals and supporting families through compassionate, person-centered services. As an Intake/Care Coordinator, you will play a vital role in connecting individuals to safe, supportive living environments and ensuring quality care outcomes.