Intake & Community Engagement Coordinator

CAREFULLY CARING HOME CARE AGENCY•Philadelphia, PA

1d•$22 - $25•Hybrid

About The Position

The Intake & Community Engagement Coordinator is responsible for overseeing all aspects of participant intake, ensuring compliance with homecare regulations, and leading community outreach and engagement efforts. This role serves as a key liaison between referral sources, participants, caregivers, and internal teams to ensure a seamless onboarding experience while driving census growth through strategic outreach and relationship building. This position combines operational leadership (intake & compliance) with external growth (community engagement & outreach).

Requirements

Associate’s degree in Human Services, Social Work, Nursing, or related field preferred.
Minimum 1–3 consecutive years of experience in client intake, program coordination, or case management within homecare, developmental disability services, or a related field.
Highly driven to implement system and process best practices
Minimum 1–3 years of direct ODP/OLTL Medicaid Waiver billing experience using HHAeXchange, NaviNet, and Promise.
Knowledge of ODP/OLTL waiver regulations, person-centered planning, and care coordination best practices
Knowledge of physical disabilities, developmental disabilities and/or autism.
Proficiency in Excel, Word, and Google docs, required
Familiarity with EVV (Electronic Visit Verification) systems and compliance reporting at the state and city level
Compliance driven.
Strong attention to detail for reconciling hours, units, and payments
Valid Driver’s license and use of own personal vehicle.

Nice To Haves

Associate’s degree in Human Services, Social Work, Nursing, or related field

Responsibilities

Manage and oversee the full intake process from referral to service initiation
Receive and process referrals from Service Coordinators (SCs), MCOs, and community partners
Verify eligibility, authorizations, and service requirements in accordance with OLTL and MCO guidelines
Ensure timely completion of intake documentation, including assessments and service agreements
Coordinate participant start of care, including caregiver assignment and scheduling
Maintain accurate and up-to-date records in systems such as HHAeXchange
Ensure all intake processes meet state regulations (OLTL) and Managed Care Organization (MCO) requirements
Review care plans and authorizations for accuracy and completeness
Monitor documentation for compliance, including EVV alignment and service verification
Support internal audits and prepare files for external audits or reviews
Identify and resolve compliance issues proactively
Maintain confidentiality in accordance with HIPAA regulations
Conduct initial and ongoing wellness visits (in-person and/or virtual)
Complete 30-day, 60-day, and 90-day follow-ups
Identify service gaps, concerns, or changes in participant condition
Build strong relationships with participants and families
Plan and attend community events, health fairs, and networking opportunities
Build and maintain relationships with Service Coordinators, healthcare providers, and community organizations
Promote agency services Home Care (OLTL) and Intellectual Disabilities (ODP)
Track outreach activities, referrals, and follow-ups
Develop and implement strategies to increase referrals and enrollment
Maintain a referral tracking system and provide performance updates
Collaborate with leadership on growth initiatives
Serve as the lead point of contact for intake and outreach
Support intake staff and outreach team members
Collaborate across departments to ensure smooth operations
Participate in weekly meetings and provide updates