Intake Coordinator II (Boone)

Job Description

GENERAL DESCRIPTION OF POSITION

Accepts participants' referrals from various funding sources and maintains continued contact with the participant's progress. Interviews prospective participants, and gathers necessary documentation to determine program eligibility. Schedules and conducts tours of facility for potential new enrollees. Enters day habilitation and therapy billing daily and ensures that all billing data is accurate. Attends transition meetings and fairs at local schools. Performs, independent, routine, diversified clerical duties to assist in the smooth and efficient operation of the program; receive and direct visitors and phone calls. This person must work effectively with constant interruptions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Open facility. Screen visitors to prevent unannounced entries into offices. Inform the appropriate staff member when their appointments arrive.

Provide office assistance to Director and ECDS and other staff as necessary.

Answer telephones, take and relay messages, provide routine information, direct inquires to the appropriate person or office, make phone calls on request, provide or verify information as needed. Fields phone calls and walk-ins from prospective clients and their families/guardians.

Know schedules and whereabouts of all office personnel and how to contact them in an emergency.

Make sure pertinent calendar items are communicated to the staff via memos, email or other means if necessary.

Sort and distribute staff mail via staff mailboxes, monitor and distribute fax machine and incoming faxes and distribute to the appropriate staff person in a timely manner.

Prepare and maintain a variety of records, logs and files, including information of a confidential nature; maintain confidentiality of information and records to include: classroom monthly data, fire and tornado drills, monthly check of extinguisher Quarterly classroom reports, daily filing and other forms and files as needed by director.

Compose memos to parents, staff, letters, reminders, and thank you on behalf of the director. Maintain petty cash.

Determines eligibility for potential new enrollees.

Compiles necessary paperwork from prospective clients after securing appropriate information, signatures, etc.

Processes applications for individuals interested in participation with the Boone County

Obtains client codes from accounting on new clients.

Compiles all EIDT and therapy billing. Reviews all billing for problems or errors. Sends billing to accounting department. Add new clients to EIDT billing system.

Updates monthly classroom template changes within the billing system as indicated by teachers.

Creates classroom templates for new clients within the billing system.

Collects and reviews all sign-in and sign-out sheets on a daily basis.

Schedules and conducts tours of facility for potential new enrollees.

Arranges transportation for new enrollees and communicates with family and/or client times for pick-up and drop-off.

Informs all staff with pertinent information of new enrollees.

Submits required materials to internal Pathfinder departments, for example: Mental Health, PT/OT/Speech, transportation, or billing.

Assists in gathering and checking the accuracy of information for funding sources.

Responsible for maintaining sign-in and sign-out sheets.

Participates in informational meetings, presentations, etc. regarding Pathfinder services.

Assists in all preschool activities throughout the year.

Perform any other related duties as required or assigned.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 12 to 18 months related experience and/or training. Or equivalent combination of education and experience.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Must possess valid Driver's License, current liability insurance and registration, be physically able to drive to various locations in Arkansas and be able to drive a Pathfinder vehicle.

MUST BE ABLE TO PASS APPLICABLE BACKGROUND CHECKS AND DRUG SCREEN. ANY OFFER OF EMPLOYMENT WILL BE BASED ON THE RESULTS OF BACKGROUND CHECKS AND DRUG SCREEN.

Part-time