Intake Coordinator

Job Description

Job Description

JOB DESCRIPTION :

The Intake Coordinator is responsible for guiding prospective participants and their families through the agency’s enrollment process. This includes client engagement, records collection, eligibility support, tracking communication, and coordination with internal and external stakeholders. The Intake Coordinator also leads recruitment and outreach efforts by developing partnerships with schools and community-based organizations and contributes to the agency’s promotional and media strategies. The role includes administrative and receptionist coverage duties and may require providing direct support as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Facilitate the intake process for new program applicants from inquiry through enrollment.
• Assist individuals and families with applications for Medicaid and eligibility documentation.
• Coordinate intake meetings with Care Managers, families, and internal staff.
• Work closely with School Transition Coordinators and external partners to identify and recruit potential participants.
• Attend IEP meetings, transition events, school fairs, and community outreach events to promote agency programs.
• Maintain and update the Intake Communication Tracking Sheet and tabs for school fairs, community outreach, and prospective intakes.
• Log and track all intake communications and outreach activity using Google Sheets, including follow-up dates and family contact outcomes or designated system.
• Document and escalate intake trial observations and concerns to the Intake Committee for final decision-making.
• Track status of pending trials and participant decisions, including family communication and care manager follow-up.
• Coordinate extended trials as requested and log justification notes.
• Maintain HIPAA confidentiality and compliance standards at all times.
• Perform general office tasks related to intake including filing, scanning, printing, and organizing records.
• Use Therap, MITC, Google Workspace, and shared Google Drive resources to manage and track intake processes.
• Schedule flexible work hours as needed to reach families after standard business hours (e.g., 6 : 30 PM).
• Translate flyers and outreach documents into Spanish or coordinate translation as needed.
• Support creation and distribution of promotional content, including social media posts, videos, and family testimonials.
• Maintain Canva folders, flyers, and login credentials for agency social media platforms (Facebook, YouTube, Instagram, TikTok, Twitter).
• Set up and manage camera, microphone, and laptop equipment used for media, podcast, and livestream events.
• Utilize video editing and design tools to create promotional materials.
• Organize and store media equipment and digital assets in designated agency locations (closets, shared drives).
• Collaborate with team members on promotional strategies aligned with intake and outreach goals.
• Monitor main phone line during shift, triage incoming calls, and transfer to appropriate staff.
• Greet and assist all front-door visitors and public traffic.
• Assist with program-related administrative duties.
• Provide direct support coverage to program participants as needed.
• Maintain secure handling of agency login credentials, media files, and digital tools used for outreach and documentation.
• Provide routine updates to supervisors on intake pipeline, pending enrollments, and community engagement activities.
• Perform other intake-related duties as assigned.

DUTIES AND RESPONSIBILITIES :

SUPERVISORY RESPONSIBILITIES :

Not Applicable.

QUALIFICATIONS :

PHYSICAL DEMANDS :

WORK ENVIRONMENT :

OTHER REQUIREMENTS :

EQUAL EMPLOYMENT OPPORTUNITY :

HOTW is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.