TITLE: Intake Administrative Assistant

DIVISION/DEPT.: Developmental Disabilities - Clinical

SCOPE OF ROLE:
The Developmental Disabilities Division believes that our role in supporting people with Intellectual and Developmental Disabilities is to live meaningful lives as determined by the person. All persons shall live a life with dignity conforming to each personal value system. Our philosophy is for the people we serve to be part of the community, to live fulfilling lives driven by their choices and to be as independent as possible. Our mission is to accomplish this with well-trained staff, access to the quality health care, clinical supports, and a clean and safe therapeutic respite home.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Participates in screenings of selected candidates’
• Coordinates screenings /intakes with S:US Screening Teams
• Ensures candidate is approved by the New York State Office for People with Developmental Disabilities, be eligible for Medicaid, enrolled in the Home and Community-Based Service.

• Collects data and conduct certain types of assessments
• Reviews Referral Packets for placement in our Residential /Day /Therapeutic Service Programs
• Collects historical information prior to screening admission/intake
• Generates and updates report for residential vacancies
• Conducts questionnaire and completes certain documents necessary for people to be supported- Residential, Day Services, Crises Services and/or IPSIDD Therapeutic Services
• Disseminates and follows up on consents required for admission or service

• Attends AROC meetings to help facilitate individual in need of program placement
• Contacts family members or circle of support to set up meetings (i.e. Meet & Greets, Pre-Planning and Admission Entrance Meetings)
• Corresponds with OPWDD as necessary for all admission and intake needs
• Assists with weekly phone calls to families and circle of support to relay updates
• Assists with referrals and intake to CSIDD and IPSIDD clinical services
• Attends Aging out meeting & reviews reports
• Corresponds with CCO Care Managers for community service/Life Plans

• Completes the Enrollment process in the agency’s electronic health record
• Enters into Agency’s electronic health record diagnosis, admissions and internal transfers
• Enters data information into Choices - adding and removing into Choices
• Ensures necessary data pertaining to intake is being collected and documented on the agency’s electronic health platforms, i.e. PrecisionCare and Power BI
• Ensures that a comprehensive system of individual records and statistical data is maintained accurately

• Collaborates with residential, day services, Crisis Services and IPSIDD clinical teams
• Participates in OPWDD Conference Calls to provide updates on the progress of our new development projects
• Collaborates with the Coordinator of Intake with Program Directors and Treatment Coordinators
• Consults with team members about persons supported programs and services
• Attends/coordinates meetings regarding the persons supported
• Assists with scheduling needs for Residential, Day Services, CSIDD, IPSIDD
• Performs special project-dead filing, order supplies, special activities

• Works with families, those supported and circle of supports directly on familiarizing with the intake/admission process and menu of services.
• Provides support to families by attending meetings or through correspondence

• Communication: Ability to communicate effectively with individuals and team members, appreciating their social, cultural, religious and ethnic backgrounds and their age, gender and abilities.
• Integrity: Uphold personal and professional ethics and values, considering the values of the organization and respecting the culture, beliefs and abilities of individuals we serve.
• Relationships: Ability to develop long-standing relationship with clients and their families as well national stakeholders.
• Teamwork: Ability to work in a team-oriented environment and contribute to the leadership that creates a fun work environment where the multidisciplinary team supports one another.
• Self-Motivated: Ability to demonstrate initiative and endeavor to maintain a stable level of productivity.

• A Bachelor’s degree in a human services field
• Strong background in admission/intake in a health care organization or experience with the OPWDD system.
• 2 years' experience working with people with IDD and behavioral health needs (strongly preferred)

• A Master’s degree in applied area of psychology, social work or special education.
• Experience working in Admissions or health office
• Able to use Microsoft Word; Microsoft Excel; PowerPoint with proficiency
• Proficient in electronic health record use
• Good writing and organizational skills
• Excellent time management in order to complete multiple tasks simultaneously