TITLE: Intake Administrative Assistant

DIVISION/DEPT.: Developmental Disabilities - Clinical

REPORTS TO: Coordinator of Intake

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.  

We are seeking an Intake Administrative Assistant will support the transition into service of those requiring residential, day habilitation, crisis prevention response services and/or IPSIDD clinical services.   The Intake Administrative Assistant will effectively and efficiently assist with the intake and admission process and connect with service offerings. The selected candidate will facilitate the intake process and bridge service needs in a person-centered approach to planning supports for people with intellectual disabilities.  The Intake Administrative Assistant will work closely with the S:US clinical teams and local OPWDD Regional Office with housing supports and services based on the goals and needs of each person served to enhance quality of life.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Intake

• 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. 

Data Collection

• 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 

Scheduling

• 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 

Data Entry

• 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 

Collaboration

• 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 

Supports

• 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 
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KEY PERFORMANCE STANDARDS

• 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.

REQUIRED EDUCATION AND EXPERIENCE

• 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)

PREFERRED QUALIFICATIONS & SKILLS

• 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

S:US IS AN EQUAL OPPORTUNITY EMPLOYER

Join a team of employees who cares about the wellbeing of others. We’re proud to offer a comprehensive benefits package designed to support your wellbeing and development. From health and wellness resources to generous PTO, professional development, and more, explore all that we offer on our Benefits Page and see how S:US invests in you.

We believe in fostering a culture built on our core values:  respect, integrity, support, maximizing individual potential and continuous quality improvement. 

S:US is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. S:US is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities, including allowance of the use of services animals. To request reasonable accommodation or if you believe such a request was improperly handled or denied, contact the Leave Team at MyMedicalLeave@sus.org.