Intake Specialist

POSITION SUMMARY

The Intake Specialist is responsible for managing all aspects of the referral-to-enrollment process for the Connecticut DSS Adult Family Living (AFL) Waiver and Connecticut Home Care Program for Elders (CHCPE). This includes receiving referrals, screening for eligibility, gathering required documentation, entering data into agency systems, coordinating with DSS and Access Agency care managers, facilitating the daily intake huddle, and scheduling assessments and admissions. The Intake Specialist reports to the Outreach Manager and Program Director and works closely with the Registered Nurse and Administrative Assistant to ensure intake is completed efficiently and participants move through the process without unnecessary delays. Independent judgment is required to plan, prioritize, and organize a diversified workload. The Intake Specialist must maintain a professional demeanor and cheerful work attitude at all times, fostering a positive team spirit both within the department and across the organization.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Referral Intake & Eligibility Screening Receives all referrals from DSS care managers, Access Agencies, the Outreach team, hospitals, families, and self-referrals; documents and verifies eligibility. Conducts initial telephone or in-person screening to determine potential eligibility for AFL services. Verifies all information received on referral forms with the prospective participant or family. Identifies disqualifying factors (spousal caregiver, residency mismatch, financial ineligibility) and notifies the Program Director. Processes referrals received from the Outreach team. Communicates program information clearly and professionally to participants and families. DSS Coordination & Document Management Completes W1LTC packets and mails or drops off to the DSS Scanning Center. Follows up with DSS regarding Home Care Assessment scheduling and date completion. Follows up with client referrals to inquire about completion of the Functionality Assessment. Assists clients in obtaining required documents and proofs requested by DSS for approval (e.g., Marriage certificates, Divorce Decrees, Death Certificates, bank statements). Uses company credit card to cover document processing fees where applicable. Mails and/or faxes documents to DSS per their request; tracks all submissions. Communicates effectively with Access Agency care managers and/or DSS caseworkers regarding client referrals. Participates in re-authorization document submissions for existing clients as needed. Monitors for DSS Verification Letters and assists families in responding by the required deadline. Data Entry & Agency Systems Inputs all client referral information into Insightly CRM on the same day referrals are received; updates status throughout the intake process. Inputs client demographic, contact, and program information into Ascend; maintains accuracy and consistency across systems. Communicates DSS approvals to the team via email as soon as received. Uses Insightly as the source of truth for referral progress at bi-weekly and daily huddle meetings. Caregiver Onboarding & Admissions Coordination Emails the caregiver application link to the prospective AFL Provider upon referral receipt. Collects all required caregiver onboarding documents; initiates background check process (criminal history, OIG exclusion list, DCF registry). Educates caregivers on program rules, level of care, proof of residency requirements, and elder abuse training obligations prior to providing care. Coordinates with the Registered Nurse to schedule MDS assessments. Works with the Registered Nurse and Administrative Assistant to ensure client intake is completed efficiently. Schedules client admissions within 48 hours once the caregiver has cleared orientation. Communicates with clients and caregivers in a timely manner on intake status and next steps. Provides after-hours contact information to participants, families, and caregivers at enrollment; advises that agency response time is within 15 minutes. Meetings, Reporting & Team Communication Participates in and facilitates the daily intake huddle to review active referrals, pending approvals, and team priorities. Meets with the Program Director and Outreach team bi-weekly to discuss referral progress. Reports any delays in the referral process to the Intake Director / Program Director. Maintains referral relationships with Access Agency care managers and DSS workers. Supports newly hired staff as directed. Participates in special department projects as needed. Is productive, uses time efficiently, follows instructions, is punctual, and attendance is acceptable. Is self-reliant and plans appropriately. Performs other duties as assigned.

Pay:

From $25.00 per hour

Benefits:

Dental insurance Flexible schedule Health insurance Paid time off Vision insurance

Experience:

Healthcare Intake:

2 years (Required)

Language:

Spanish (Preferred)

License/Certification:

Driver's License (Required) Ability to

Commute:

Wethersfield, CT 06109 (Required) Willingness to travel: 75% (Required)

Work Location:

In person Intake Specialist Wethersfield, CT 06109 From $25 an hour - Full-time From $25 an hour - Full-time

POSITION SUMMARY

The Intake Specialist is responsible for managing all aspects of the referral-to-enrollment process for the Connecticut DSS Adult Family Living (AFL) Waiver and Connecticut Home Care Program for Elders (CHCPE). This includes receiving referrals, screening for eligibility, gathering required documentation, entering data into agency systems, coordinating with DSS and Access Agency care managers, facilitating the daily intake huddle, and scheduling assessments and admissions. The Intake Specialist reports to the Outreach Manager and Program Director and works closely with the Registered Nurse and Administrative Assistant to ensure intake is completed efficiently and participants move through the process without unnecessary delays. Independent judgment is required to plan, prioritize, and organize a diversified workload. The Intake Specialist must maintain a professional demeanor and cheerful work attitude at all times, fostering a positive team spirit both within the department and across the organization.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Referral Intake & Eligibility Screening Receives all referrals from DSS care managers, Access Agencies, the Outreach team, hospitals, families, and self-referrals; documents and verifies eligibility. Conducts initial telephone or in-person screening to determine potential eligibility for AFL services. Verifies all information received on referral forms with the prospective participant or family. Identifies disqualifying factors (spousal caregiver, residency mismatch, financial ineligibility) and notifies the Program Director. Processes referrals received from the Outreach team. Communicates program information clearly and professionally to participants and families. DSS Coordination & Document Management Completes W1LTC packets and mails or drops off to the DSS Scanning Center. Follows up with DSS regarding Home Care Assessment scheduling and date completion. Follows up with client referrals to inquire about completion of the Functionality Assessment. Assists clients in obtaining required documents and proofs requested by DSS for approval (e.g., Marriage certificates, Divorce Decrees, Death Certificates, bank statements). Uses company credit card to cover document processing fees where applicable. Mails and/or faxes documents to DSS per their request; tracks all submissions. Communicates effectively with Access Agency care managers and/or DSS caseworkers regarding client referrals. Participates in re-authorization document submissions for existing clients as needed. Monitors for DSS Verification Letters and assists families in responding by the required deadline. Data Entry & Agency Systems Inputs all client referral information into Insightly CRM on the same day referrals are received; updates status throughout the intake process. Inputs client demographic, contact, and program information into Ascend; maintains accuracy and consistency across systems. Communicates DSS approvals to the team via email as soon as received. Uses Insightly as the source of truth for referral progress at bi-weekly and daily huddle meetings. Caregiver Onboarding & Admissions Coordination Emails the caregiver application link to the prospective AFL Provider upon referral receipt. Collects all required caregiver onboarding documents; initiates background check process (criminal history, OIG exclusion list, DCF registry). Educates caregivers on program rules, level of care, proof of residency requirements, and elder abuse training obligations prior to providing care. Coordinates with the Registered Nurse to schedule MDS assessments. Works with the Registered Nurse and Administrative Assistant to ensure client intake is completed efficiently. Schedules client admissions within 48 hours once the caregiver has cleared orientation. Communicates with clients and caregivers in a timely manner on intake status and next steps. Provides after-hours contact information to participants, families, and caregivers at enrollment; advises that agency response time is within 15 minutes. Meetings, Reporting & Team Communication Participates in and facilitates the daily intake huddle to review active referrals, pending approvals, and team priorities. Meets with the Program Director and Outreach team bi-weekly to discuss referral progress. Reports any delays in the referral process to the Intake Director / Program Director. Maintains referral relationships with Access Agency care managers and DSS workers. Supports newly hired staff as directed. Participates in special department projects as needed. Is productive, uses time efficiently, follows instructions, is punctual, and attendance is acceptable. Is self-reliant and plans appropriately. Performs other duties as assigned.

Pay:

From $25.00 per hour

Benefits:

Dental insurance Flexible schedule Health insurance Paid time off Vision insurance

Experience:

Healthcare Intake:

2 years (Required)

Language:

Spanish (Preferred)

License/Certification:

Driver's License (Required) Ability to

Commute:

Wethersfield, CT 06109 (Required) Willingness to travel: 75% (Required)

Work Location:

In person