THE RESOURCE EXCHANGE

Job Description

The Resource Exchange

Position Title: CMA Coordinator, Intake

Department: CMA Operations and Communications

Reports to: Team Supervisor

FLSA: Non-exempt

Supervisor responsibilities: N/A

Starting Range: $21.78- $22.62 hourly * rates reflect FY24-25 and subject to change, contact hr@tre.org to confirm rates.

Benefits offered: Health, dental, vision, employer paid life and short-term disability, voluntary life, voluntary long-term disability, paid time off, holiday pay, 401K with employer contributions, pet insurance, other supplemental insurance options, flexible work environment, training and growth opportunities, workgroup participation, public student loan forgiveness, mileage reimbursement, and more.

General Description:

The Intake Coordinator is responsible for completing and documenting all initial in-home 100.2 assessments (functional needs assessment) for Home and Community Based Services (HCBS), Deinstitutionalization (DI), Home Care Allowance (HCA) and Long-Term Home Health (LTHH). The Intake Coordinator is also responsible for the completion of the Medicaid application, Arbor Review Group (ARG) applications and all corresponding applications for Long-Term Care (LTC) Medicaid waiver services on the individual’s behalf in compliance with the rules and regulations set for by Health Care Policy and Financing (HCPF).

Essential Duties/Responsibilities:

1. Promote excellent internal and external customer service, through written and verbal communication, to all TRE stakeholders, with the intent of promoting TRE’s values through intentional communication strategies, daily.

2. Exhibit strong written and interpersonal communication skills to promote clarity of intent with all levels of communication, daily.

3. Develop a strong understanding of the rules and regulations that direct LTC and In-home Supports and Services (IHSS)to maintain compliance and best support the people served by TRE, daily.

4. Completes and documents all in-home 100.2 assessments to determine if individuals enrolling into services meet the required functional eligibility requirements, weekly.

5. Critically analyze case documentation, behavioral and medical reports, guardianship paperwork, financial documents, and other data pertaining to promote the health and wellbeing of the people we serve, daily.

6. Enter case notes in multiple systems to promote documentation of all client contact, communication, records, and tasks completed for the people we serve, daily.

7. Organize and implement tasks in person, by phone, and/or through the use of technology (i.e. Outlook, Office 365, ZOOM, etc.) to promote and remain knowledgeable of the needs of the people we serve while maintaining compliance with rules, regulations, policies, and procedures, daily.

8. Develop positive relationships with all TRE stakeholders to promote TRE mission, vision, and values through all interactions, daily.

9. Maintain client and company records utilizing a variety of internal and external data management systems to support continuity of care, manage client contacts, support transparency, comply with HIPAA standards, and promote state and federal regulations, daily.

10. Cultivate an understanding of community resources in addition to those provided by TRE to support the additional needs of the people we serve, weekly.

11. Maintain HIPAA standards throughout all aspects of TRE engagement to comply with regulations and protect the privacy of the people we serve and TRE staff, daily.

12. Attend departmental and agency meetings and trainings in person, by phone, and/or through the use of technology (i.e. Outlook, Office 365, ZOOM, etc.) as specified by the meeting or training coordinator to maintain and improve your performance, knowledge, skills, and abilities to best support the people served by TRE, weekly.

Other Duties/Responsibilities:

1. Support the intake department’s staff members through providing coverage, as needed.

2. Participate in professional goal creation through the development and implementation of your career aspirations at TRE to further you performance, knowledge, understanding of the topics outlined in your career development plan, quarterly.

3. Adapt to a changing work environment due to last minute changes in state and federal rules and regulations that effect TRE’s policies and procedures to best support the people served by TRE, annually or as needed.

4. Assume other duties as assigned to promote the health and wellbeing of the people served by TRE and to promote the health and wellbeing of the organization, quarterly or as needed.

Job Qualifications:

Knowledge, Skills and Abilities:

TRE advocates for and promotes a person-centered approach to services. The Intake Coordinator must learn and adhere to current best practices in person-centered thinking principles.

1. Completes tasks using computer-based technology. It is important that the Intake Coordinator possesses a strong understanding of how to: quickly and accurately use and manipulate Apple iPhones, various laptops, tablets, and stationary computers, Microsoft 365 (TEAMS, Word, Excel, PowerPoint, SharePoint, OneDrive, etc.), Outlook, SKYPE for Business, Adobe Acrobat. Can use or learn to use additional plugins for these products. In addition to these technologies Transfer Coordinators are expected to learn several state and proprietary data bases to maintain accurate records.

2. Maintains a solid understanding of case management best practices.

3. Must be able to type accurately.

4. Has an inclination for frequently identifying details while processing information.

5. Must have a friendly disposition, positive attitude, and show an assuredness with each professional interaction.

6. Possesses empathy for people with long-term care support needs.

7. Uses problem solving and critical thinking skills.

8. Possesses a strong aptitude for organization.

9. Independently organizes multiple daily tasks and activities to ensure strict deadlines are met while prioritizing emergencies as they arise.

10. Exhibits cultural awareness and understands the impact of biases in the workplace.

Job Qualifications:

Knowledge, Skills and Abilities:

• Maintain a solid understanding of case management best practices.
• Must have a friendly disposition and positive attitude.
• Possess empathy for people with long-term care support needs.
• Independently organize daily tasks and activities to ensure strict deadlines are met while prioritizing emergencies as they arise. Qualified coordinators have a strong skillset with organization.
• Complete tasks using computer-based technology. It is a must that every coordinator possesses a strong understanding of how to accurately use and manipulate Apple iPhones, desk phones, Microsoft 365 (TEAMS, Word, Excel, PowerPoint, SharePoint, OneDrive, etc.), Outlook, SKYPE for Business, Adobe Acrobat, and can use or learn to use additional plugins for these products. In addition to these technologies, coordinators are expected to learn several state and proprietary data bases to maintain accurate records.
• Use problem solving and critical thinking skills daily.
• Must possess cultural awareness, emotional intelligence, and be aware of unconscious biases.

Education and Experience Requirements:

Minimum: Bachelor’s degree in a human behavioral science or related field of study. If an individual does not meet the educational requirement, considerations may be made if the individual has experience working with long-term services and supports (LTSS) population, in a private or public agency, or has a combination of LTSS experience and education, demonstrating a strong emphasis in a human behavioral science field. Considerations may also be made for a combination of experience and education or 5 years of verifiable experience.

Preferred: In addition to the minimum standards, one to three years’ experience in a case management environment. Experience working with or possessing knowledge of family dynamics. Knowledge of community services and resource development. Working knowledge of Medicaid Waiver programs and requirements.

Material and Equipment Directly Used: Computers, Printers, Copy Machines, Surface Pro/tablets, Cell phones, etc.

Working Environment and Physical Activities: Frequent changes in environments occur with some positions, but most positions maintain a work setting in the office or remotely. Work settings may also include working from the office, at home, or in another location in the community (library, coffee shop, etc.). Navigation Coordinator meetings occur in a variety of settings like private homes, group homes, state and federally managed facilities, and community locations like homeless shelters, and the settings include occasionally working with or in proximity to people who are incarcerate for a variety of crimes which may include violent crimes and sex offences. There is a frequent need to stand, sit, and walk indoors (and outdoors with the Navigation Coordinator position in a variety of weather conditions while carrying up to 10 pounds of equipment), and there is an occasional need to lift 20 pounds. (ADA accommodations at the request of the employee.) A working vehicle, valid CO driver’s license (unless active Military family), and auto insurance coverage with bodily injury and property damage liability coverage ($100,000/$300,000/$100,000 coverage recommended) are required.

This job description is not intended to be an exhaustive list of all duties responsibilities or qualifications associated with this job. Therefore, The Resource Exchange reserves the right to amend and/or modify this job description at any time and provide job specific expectations for specific Service Coordinator tasks. The Resource Exchange also reserves the right to stipulate hours of employment; work schedules may be changed to respond to business requirements.

The Resource Exchange is committed to affording an equal employment opportunity to qualified individuals regardless of their race, color, religion, national origin, sex, sexual orientation, gender expression, gender identity, age, height, weight, disability status, veteran status, military obligations, and marital status. We are also committed to conforming with the content and spirit of applicable Equal Opportunity and Affirmative Action laws and regulations. This policy applies to recruiting, hiring, training, education, promotion, compensation, benefits, termination, and all other privileges, terms, and conditions of employment.