Intake Director

Supervisory Duties:
• Lead, motivate and inspire team members to achieve performance goals.
• Create a positive and collaborative team culture, providing steady support and guidance.
• Ensure optimal distribution of workload.
• Ensure the team follows all departmental and organizational policies and procedures.
• Ensure the documentation is done properly.
• Facilitate effective communication within the team and with other departments.
• Act as a liaison between team members and upper management.
• Participate in hiring, onboarding, and training of new team members.
• Conduct regular and comprehensive employee evaluations, salary assessments and adjustments.
• Address and resolve performance issues with the team, implementing performance improvement plans as needed.
• Bi-weekly review and approve employee timecards.
• Review and approve PTO requests, arrange coverage during staff absences.
• Identify and implement continuous improvement initiatives.
• Research, identity and implement new systems and programs in the department.
• Effectively communicate and collaborate with other department supervisors.
• Conduct monthly Level 10 team meetings.
• Attend and actively contribute to supervisor meetings.


Key Responsibilities:
• Ensure that every new referral is entered into InflowCare.
• Review lost case report.
• Assist staff with questions and ideas on how to make the referrals work.
• Take care of difficult referrals/calls, and tackle issues that come up.
• Daily tracking and report of how many new referrals were entered, how many admitted, and how many follow ups were done.
• Follow up every other day to make sure there are no referrals tagged to the wrong intake coordinator or with no follow up entered.
• Review all patients in referral system once every two weeks. Ensure proper workflow f/u, documentation, and compliance.
• Ensure that weekly updates are sent out to referral sources.
• Maintain contact and relationship with reps from our contracts.
• Communicate with the Business Development Department on potential referral sources.
• Conversions - MLTC to MLTC/NHTD, CASA/HMO to MLTC/NHTD, CDPAP to PCA


Monthly reports:
• Overall average hours with each MLTC, & how many referrals we sent and how many they sent back.
• How many referrals came in this month? How many were admitted? How many were lost & for what reasons? Reason for referrals pending more than 60 days.
• Send out report of active cases by the 15 th of the month.
• Run report of cases that came from Marketers and see if received 30 days of services.