Intake & Community Engagement Coordinator

Job Description

Job Description

Position Summary

The Intake & Community Engagement Coordinator is responsible for overseeing all aspects of participant intake, ensuring compliance with homecare regulations, and leading community outreach and engagement efforts. This role serves as a key liaison between referral sources, participants, caregivers, and internal teams to ensure a seamless onboarding experience while driving census growth through strategic outreach and relationship building.

This position combines operational leadership (intake & compliance) with external growth (community engagement & outreach).

Key Responsibilities

Intake & Admissions Oversight

• Manage and oversee the full intake process from referral to service initiation
• Receive and process referrals from Service Coordinators (SCs), MCOs, and community partners
• Verify eligibility, authorizations, and service requirements in accordance with OLTL and MCO guidelines
• Ensure timely completion of intake documentation, including assessments and service agreements
• Coordinate participant start of care, including caregiver assignment and scheduling
• Maintain accurate and up-to-date records in systems such as HHAeXchange

Compliance & Quality Assurance

• Ensure all intake processes meet state regulations (OLTL) and Managed Care Organization (MCO) requirements
• Review care plans and authorizations for accuracy and completeness
• Monitor documentation for compliance, including EVV alignment and service verification
• Support internal audits and prepare files for external audits or reviews
• Identify and resolve compliance issues proactively
• Maintain confidentiality in accordance with HIPAA regulations

Wellness Visits & Participant Engagement

• Conduct initial and ongoing wellness visits (in-person and/or virtual)
• Complete 30-day, 60-day, and 90-day follow-ups
• Identify service gaps, concerns, or changes in participant condition
• Build strong relationships with participants and families

Community Outreach & Engagement

• Plan and attend community events, health fairs, and networking opportunities
• Build and maintain relationships with Service Coordinators, healthcare providers, and community organizations
• Promote agency services Home Care (OLTL) and Intellectual Disabilities (ODP)
• Track outreach activities, referrals, and follow-ups

Referral Development & Growth Strategy

• Develop and implement strategies to increase referrals and enrollment
• Maintain a referral tracking system and provide performance updates
• Collaborate with leadership on growth initiatives

Team Leadership & Coordination

• Serve as the lead point of contact for intake and outreach
• Support intake staff and outreach team members
• Collaborate across departments to ensure smooth operations
• Participate in weekly meetings and provide updates

Core Competencies

• Leadership & Accountability
• Attention to Detail & Compliance
• Relationship Building & Networking
• Time Management & Organization
• Initiative & Strategic Thinking
• Compassion & Professionalism

Performance Expectations (KPIs)

• Timeliness of intake processing and service initiation
• Compliance readiness and documentation accuracy
• Participant satisfaction and retention
• Referral growth and conversion rates
• Outreach engagement and partnership development
• Completion of required wellness visits

Work Environment

This role includes a combination of office, field, and community-based work. Regular travel is required for wellness visits and outreach events.

Full-time employees may qualify for the following benefits:

•       Paid time off

•       401(k) retirement benefits

•       Overtime pay

•       Opportunities for growth and advancement

Required education & experience:

Associate’s degree in Human Services, Social Work, Nursing, or related field preferred.

Minimum 1–3 consecutive years of experience in client intake, program coordination, or case management within homecare, developmental disability services, or a related field.

Required skills & software:

Highly driven to implement system and process best practices, ,

Minimum 1–3 years of direct ODP/OLTL Medicaid Waiver billing experience using HHAeXchange, NaviNet, and Promise.

Knowledge of ODP/OLTL waiver regulations, person-centered planning, and care coordination best practices,

Knowledge of physical disabilities, developmental disabilities and/or autism. 

Proficiency in Excel, Word, and Google docs, required,

Familiarity with EVV (Electronic Visit Verification) systems and compliance reporting at the state and city level,

Compliance driven.

Strong attention to detail for reconciling hours, units, and payments,

Valid Driver’s license and use of own personal vehicle.

•       Job Type: Full-Time

•       Pay: $22–$25 per hour

•       This position requires the use of your own vehicle for work-related responsibilities

•       This is an in-person position within our office environment