THE RESOURCE EXCHANGE

Job Description

The Resource Exchange

Position Title: Care Coordinator

Department: Early Intervention

Reports to: EI Service Coordination Supervisor

FLSA: Non-exempt

Supervisor responsibilities: N/A

Starting Rate: $22.32 - $23.18

Benefits Offered: Health, dental, vision, employer paid life and short-term disability, voluntary life, voluntary long-term disability, 401K with employer contributions, pet insurance, other supplemental insurance options, flexible work environment, training and growth opportunities, work group participation, and more.

General Description: It is the core responsibility of the Care Coordinator to assist and synchronize support and services with the persons we serve within a dynamic and highly regulated environment. Care Coordinators process all intake information with referrals according to program procedures for Early Childhood Services. Care Coordinators must remain agile in their approach while being responsive to the needs of the people we serve, maintain a strong understanding of TRE's Mission, Vision, and Values, and be strong stewards of the financial resources at TRE.

Essential Duties/Responsibilities:

• Describing the Early Intervention Program to families in a way that is easy to understand and family friendly.
• Understanding family rights under Part C of the Individuals with Disabilities Education Act and teaching them to families.
• Ensuring family rights are protected and all timelines are met in accordance with state and federal regulations (Prior written notice, informed parental consent, Native language, Access to records, Confidentiality, Dispute resolution, 45-day timeline, 28-day timeline, 6 month and annual review dates, Funding, and Transition timelines).
• Receive and process referral information for Early Intervention Services/Early Childhood Mental Health into state and agency Data Systems and Electronic Records according to program procedures.
• Maintain file maintenance for clients enrolled in TRE Programs including but not limited to closures, file reviews and changes.
• Coordinating evaluations, collaborating with evaluation team members, and documenting evaluation results.
• 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.
• Collecting in depth information about parent concerns, health history, and family activities that will be used to write a meaningful plan that includes routines-based child and family outcomes.
• Ensuring families understand the models of service provision used by the Early Intervention Program (Primary Provider and Coaching models) and support team members in using these models.
• Collaborating with team members to ensure the family priorities are being met and the child has the best possible outcome during their time in the Early Intervention Program.
• Meet regularly with Service Coordination Supervisors and other team members to monitor the effectiveness of practices and determine ongoing needs of the program and teams, along with assisting in service coordinator/ or front desk coverage.
• Coordinate and support efforts to distribute Referral Status Update information to physicians and other appropriate referral sources.
• Data Entry tasks such as entering information into the State and TRE databases. Completing file reviews for missing/incorrect information, uploading documents to appropriate folders.
• Processing incoming/outgoing mail as it pertains to Early Intervention.
• Ensuring all State/TRE data systems are updated as necessary for each client’s record.

Other Duties/Responsibilities:

• Support the intake department’s staff members through providing coverage, as needed.
• Participate in professional goal creation through the development and implementation of your career aspirations at TRE to further your performance, knowledge, understanding of the topics outlined in your career development plan, quarterly.
• Adapt to a changing work environment due to last minute changes in state and federal rules and regulations that affect TRE’s policies and procedures to best support the people served by TRE, annually or as needed.
• 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 Care Coordinator must learn and adhere to current best practices in person-centered thinking principles.

• 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 Care Coordinators are expected to learn several state and proprietary databases to maintain accurate records.
• Maintains a solid understanding of case management best practices.
• Must be able to type accurately to include having an inclination of frequently identifying details while processing information.
• Must have a friendly disposition, positive attitude, and show an assuredness with each professional interaction.
• Possesses empathy for people with long-term care support needs.
• Uses problem solving and critical thinking skills.
• Possesses a strong aptitude for organization.
• Independently organizes multiple daily tasks and activities to ensure strict deadlines are met while prioritizing emergencies as they arise.
• Exhibits cultural awareness and understands the impact of biases in the workplace.

Education and Experience Requirements:

Minimum: Two-year degree in Behavioral Science or two years of experience working with children and families. One (1) years of experience as an administrative assistant or similar role. Intermediate knowledge and use of Microsoft Excel and Word. High School graduate or equivalent, type 45 wpm, word processing, spreadsheets, punctuation, grammar, and spelling; letter and report composition, office practices and procedures, record-keeping systems, office machines and their uses. Professional demeanor, ability to prioritize and accomplish multiple tasks and ability to work with highly confidential and sensitive information.

Preferred: Two (2) years of experience as an administrative assistant and experience creating electronic forms, database management and generating reports. Microsoft Office Certificates. College level coursework in business administration or office technology.

• Bilingual Preferred

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

Working Environment/Physical Activities: Office and Community Sites. Moderate physical activity required. Frequent sitting and standing. (Provides ADA accommodations at the request of the employee.)

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. 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.

Employee Signature Date