Intake / Care Coordinator

Job Description

Job Description

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.