Intake Support Coordinator

Job Description

Job Description

Overview

Join a Team That Changes Lives

For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we’re here to create real change – helping people lead meaningful, fulfilling lives.

Now, we’re looking for passionate team members to join us. Here, your work will change lives – including your own. You’ll make an impact every day, find purpose in what you do, and grow in a career that truly matters.

At Elwyn, we take care of you while you care for others. We offer:

• Generous Paid Time Off
• Comprehensive Medical/Dental/Vision Benefit Packages
• Earned Wage Access/On-Demand Pay
• Paid On-the-Job Training
• Tuition Reimbursement
• Career Advancement Opportunities and Growth
• Flexible Schedules
• Retirement Savings Plan

Join us and be a part of something bigger. Apply today.

Responsibilities

The Intake Support Coordinator (ISC) provides clerical support to Early Learning Service (ELS) These duties are
including, answering phones, scanning, printing, copying, faxing, sending, and receiving mail, emailing, and
interpreter requests and document translations request. The ISC is responsible for maintaining the administrative flow
of information for all regions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide clerical support to all regions including, but not limited to, scanning, printing, copying, faxing, mail processing.
• Process Permission to Evaluate forms (PTEs), Permission to Reevaluate forms (PTREs), Evaluation Reports (ERs), Individualized Education Plans (IEPs), Release of Records, and other educational documents within specific timeframes to ensure compliance including date and time stamping, uploading documents, and communicate with the Intake team, Multidisciplinary Evaluation (MDE) Teams, Local Education Agency (LEA) Representatives, and other regional team members to confirm receipt of documents
• Utilize high quality customer service skills to answer calls that come into Elwyn call center to reschedule evaluations, field concerns, and take and deliver messages as required
• Mail room duties including managing incoming and outgoing mail, metering outbound mail and date/time stamping incoming mail, and overnight mailing
• Create, maintain, and update electronic health records and paper files for appropriate record identification and to ensure compliance with federal, state, and local regulations using designated database systems including, but not limited to, Commonwealth of Pennsylvania’s and agency’s enterprise systems
• Ensure proper operation of multifunction printing equipment by filling paper drawers, replacing toner, calling for repairs, and maintaining appropriate equipment inventories
• Manage and maintain records by filing required educational and billing records, conducting audits and file reviews, electronic filing, maintaining the accuracy of files, and preparing for federal/state regulation verification audits by preparing for the four (4)-year state verification review Maintain inventory including, but not limited to, distribution and maintenance of evaluation and assessment tools and other early intervention resources
• Update child and family contact information (e.g., family address, phone numbers(s), email address(es), and other relevant demographics) in Commonwealth of Pennsylvania's and agency's enterprise systems as needed
• Receive and reply to email, telephone, or face-to-face enquiries no later than one (1) business day
• Other duties as assigned

QUALIFICATIONS

• High school diploma or General Education Diploma (GED)
• Two (2) years of administrative experience supporting an operation or team
• Demonstrated ability to work effectively as part of a team
• Demonstrated strong attention to detail
• Demonstrated strong time management and organizational skills
• Demonstrated excellent judgment with the ability to independently solve problems and make decisions with
  little or no need for direct supervision
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
• Experience using/knowledge of Electronic Health Record (EHR) / Electronic Medical Record (EMR)
• Experience and demonstrated intermediate proficiency with Microsoft Office, specifically Outlook, Excel and Word
• Previous experience with Pennsylvania's Enterprise to Link Information for Children Across Networks (PELICAN) preferred
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
• Fluency in Spanish or other second language a plus
• Basic understanding of early childhood development principles and practices preferred
• Knowledge of records maintenance, Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and confidentiality rules, practices, and methods preferred
• Ability to take direction, respond quickly, work well with multiple teams and departmental staff as well as work independently
• Ability to handle conflict in a calm, professional manner
• Good interpersonal communication skills; able to present information effectively to customers and employees
• Ability to establish and maintain a positive, energetic, and enthusiastic working relationships within a team environment
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
• Fluency in Spanish or other second language a plus
• Basic understanding of early childhood development principles and practices preferred
• Knowledge of records maintenance, Family
• Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and confidentiality rules, practices, and methods preferred
• Ability to take direction, respond quickly, work well with multiple teams and departmental staff as well as work independently
• Ability to handle conflict in a calm, professional manner
• Good interpersonal communication skills; able to present information effectively to customers and employees
• Ability to establish and maintain a positive, energetic, and enthusiastic working