NHTD/TBI Intake Coordinator

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Pay: $62,000.00 - $72,000.00 per year

Job description:

The NHTD/TBI Intake Coordinator serves as the primary point of contact for individuals seeking services through New York State's Nursing Home Transition and Diversion (NHTD) and Traumatic Brain Injury (TBI) Medicaid Waiver Programs. This position is responsible for coordinating the intake and enrollment process from referral through admission while ensuring compliance with all New York State Department of Health (DOH) waiver requirements.

Qualifications:

• Bachelor's degree required; degree in Healthcare Administration, Social Work, Human Services, Nursing, or a related field preferred.
• Minimum of 2-3 years of intake, admissions, care coordination, or case management experience within healthcare or home and community-based services.
• Experience working with the New York State NHTD and/or TBI Waiver Programs preferred.
• Working knowledge of Medicaid, NYS Department of Health regulations, and Home and Community-Based Services (HCBS).
• Strong organizational, analytical, and time-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple referrals simultaneously while maintaining accuracy.
• Strong customer service and relationship-building skills.
• Detail-oriented with excellent problem-solving abilities.
• Proficient in Microsoft Office Suite, EMR systems, and electronic documentation.

Requirements:

• Receive, review, and process referrals for NHTD and TBI Waiver participants.
• Coordinate the intake process from initial referral through successful enrollment into services.
• Verify Medicaid eligibility and ensure participants meet waiver eligibility requirements.
• Collect, review, and maintain all required intake documentation, assessments, physician orders, and supporting records.
• Collaborate with RRDC staff, Service Coordinators, discharge planners, hospitals, rehabilitation facilities, skilled nursing facilities, and community referral sources.
• Coordinate with Clinical Operations and Account Managers to ensure timely initiation of approved waiver services.
• Monitor referral status and proactively communicate updates with referral sources and internal stakeholders.
• Maintain accurate documentation within the agency's electronic medical record and tracking systems.
• Ensure all participant records comply with NYS DOH, Medicaid Waiver, and agency documentation standards.
• Track pending referrals, authorizations, and enrollment timelines to ensure timely admissions.
• Identify and resolve barriers that may delay participant enrollment or service initiation.
• Participate in interdisciplinary meetings regarding participant admissions and transitions.
• Develop and maintain strong relationships with referral partners to support continued program growth.
• Assist with audits, quality assurance initiatives, and regulatory reviews related to intake documentation.
• Perform additional duties assigned by leadership.

Core Competencies:

• Knowledge of Home and Community-Based Services (HCBS)
• Understanding of NHTD/TBI Waiver eligibility and enrollment processes
• Strong attention to detail and documentation accuracy
• Excellent organizational and multitasking skills
• Ability to work independently while collaborating across departments
• Professional communication with participants, families, providers, and referral partners
• Strong critical thinking and problem-solving abilities
• Ability to prioritize competing deadlines in a fast-paced environment

Benefits:

• 401(k)
• Health Insurance
• Dental/Vision
• Aflac
• Paid time off

Always Compassionate Home Care provides equal opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or any other non-merit based factors protected federal, state, or local law. All employment related decisions are based solely on relevant criteria including experience and suitability. If you require assistance to fill out this application form or during any phase of the job application process, please notify the person who gave you this form or Always Compassionate Home Care’s Human Resources Department and every reasonable effort will be made to accommodate your needs in a timely manner in accordance with federal, state, and/or local law.

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