Intake Director

Options Residential•Eagan, MN

4d•Onsite

About The Position

Options Residential and Connections Services is hiring an Intake Director to lead, manage, and maintain accountability for the daily operations of the intake department. The role ensures that residential and community service openings are filled with appropriately assessed individuals and that service initiation meets a high standard. The organization provides 245D-licensed residential rehabilitation and adult foster care services in Dakota and Hennepin Counties for adults with mental illness, brain injuries, developmental disabilities, or related conditions. The Intake Director oversees business management, admissions and coordination, licensing-related intake processes, and marketing and outreach. The position is accountable for intake forms, rate determinations and exception negotiations, payment authorizations, move arrangements, and coordinating the move-in experience with facility staff. The role reports to the Executive Director and works with the Executive team and directors of Services, Workforce, and Compliance. It is based in the Eagan, Minnesota office, with frequent driving and travel for in-person assessments and facility oversight. Schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The salary is $62,000–$65,000 annually, depending on qualifications, with eligibility for a monthly bonus dependent on the percentage of beds filled. A bachelor's degree in a behavioral science or related field, three years of residential programming experience, and two years of supervisory experience are required. A valid driver's license and proof of auto insurance are required; the employee may need to use a personal vehicle and company vehicles.

Requirements

Bachelor's degree in one of the behavioral sciences or a related field.
Three years of experience in residential programming.
Two years of experience in a supervisory role.
Considerable knowledge of individuals with brain injury, mental health conditions, and substance use.
Proficiency with computers and software, with minimal support.
Knowledge of HIPAA and health care confidentiality requirements.
Effective written and oral communication skills.
Effective time management and organizational skills.
Strong presentation, social, communication, and interpersonal skills.
Ability to manage multiple priorities, work independently, and take initiative.
Ability to maintain professional composure and represent the organization effectively.
Ability to contribute to a positive, productive, and supportive atmosphere.
Ability to maintain a high level of confidentiality.
Good judgment and effective listening skills.
Knowledge of Microsoft applications, Outlook, Adobe, Excel, website design, DocuSign, and other computer applications.
Ability to operate standard office equipment.
Valid driver's license and proof of auto insurance; the employee must drive a personal vehicle and company vehicles for certain responsibilities.
Successful completion of a Minnesota Department of Human Services Background Study; continued employment is contingent on a cleared study.
For driving positions, a satisfactory motor vehicle record check is required.

Responsibilities

Support organizational goals by maintaining service openings at 96% to 100% capacity and ensuring placements are appropriate to each site’s staffing and service capabilities.
Develop, implement, and monitor tactical goals and departmental budgets in alignment with the organization's strategic plan.
Develop and maintain referral systems to identify, assess, and appropriately place individuals into services.
Identify programmatic and budgetary deficiencies and recommend and implement improvements.
Maintain budgets, meet financial goals, and report progress to the Executive Director and Executive team.
Coordinate with the Directors of Services, Workforce, and Compliance regarding incoming and outgoing individuals.
Maintain marketing and outreach to generate appropriate referrals and waiting lists for each service.
Contact referral sources through calls, emails, texts, and other marketing materials to increase filled capacity.
Assess prospective clients using phone and email information, reports and data, in-person visits, or video meetings.
Represent the organization positively and educate the public and referral sources about its services and approach.
Increase intakes to meet monthly, quarterly, and annual revenue targets; develop and improve the website, opening list, and referral systems.
Manage communication and ongoing business relationships with referral sources, county and state entities, and professional service agencies.
Gather background information, assess prospective residents, and place individuals in residential programs.
Identify cost-effective strategies to meet residents’ service needs.
Complete initial assessments within one business day of receiving referral documentation and make preliminary placement decisions.
Conduct daily and weekly oversight of the physical condition, general appearance, and repair needs of houses and facilities.
Travel frequently to conduct in-person assessments, which are required for most prospective clients.
Forecast and prepare to fill vacancies before they occur, including anticipated discharges or other losses.
Review and complete placement paperwork before admission.
Provide background information and support for service programming at facilities and with staff, and maintain care plans for individuals receiving support.
Assess prospective residents’ needs, negotiate appropriate service rates, and secure timely and accurate service authorizations for billing.
Review legislative and budgetary issues and develop plans accordingly.
Work directly with Billing staff daily.
Manage all aspects of intake, including forms, rate determinations, rate exception negotiations, payment authorizations, moving arrangements, move-in scheduling, room preparation, and coordination with facility staff.
Report licensing-standard concerns to the Executive Director and Director of Compliance and recommend practical improvements to physical locations based on licensing standards.
Communicate continually with licensors regarding agency intakes and discharges and maintain current admission and discharge documentation.
Create maintenance tickets and coordinate completion with the maintenance team; monitor progress to ensure move-in preparations are complete.
Build and maintain relationships with counties, case managers, and outside agencies to generate referrals and placement opportunities.
Educate the public and referral sources about openings, waitlists, specialty programs, and services.
Plan outreach tactics for professional meetings, conferences, workshops, and other marketing opportunities with director-level staff, and participate in meetings with agency personnel.