Intake Director

Job Title

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 15th of the month. Run report of cases that came from Marketers and see if received 30 days of services.