Intake Director

Options Residential Inc•Eagan, MN

2d•$62,000 - $65,000•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 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. Services are provided in group homes and apartment settings in the south metro area. The Intake Director is responsible for ensuring that service openings are filled at 96% to 100% capacity with clients appropriately assessed and matched to each program’s capabilities, while maintaining a high standard of service initiation. The role develops and monitors departmental goals and budgets, manages referrals and admissions, conducts client assessments, coordinates placements and move-ins, and builds referral and marketing relationships. The position reports to the Executive Director and involves frequent driving for in-person assessments and facility oversight. This is an in-office position based in Eagan, Minnesota, with a Monday–Friday schedule from 8:00 a.m. to 4:30 p.m. The annual salary is $62,000–$65,000, depending on qualifications, with eligibility for a monthly bonus based 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 also required.

Requirements

Bachelor's degree in 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, including Microsoft applications, Outlook, Adobe, Excel, website design, and DocuSign.
Understanding of HIPAA and healthcare 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.
Ability to operate standard office equipment.
Valid driver's license and proof of auto insurance; the role requires driving a personal vehicle and company vehicles.
Successful completion of a Minnesota Department of Human Services Background Study; continued employment is contingent on clearance.
For driving responsibilities, satisfactory motor vehicle background check; continued employment is contingent on a satisfactory MVR.

Responsibilities

Maintain service openings at 96% to 100% capacity by assessing and matching prospective clients to appropriate programs and sites.
Develop, implement, and monitor tactical goals and departmental budgets in accordance with the organization's strategic plan.
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 individuals entering and leaving programs.
Develop and maintain referral systems, marketing outreach, and waiting lists for the organization's services.
Contact referral sources through calls, emails, texts, and other marketing materials to support occupancy and revenue targets.
Assess prospective clients using phone and email communications, reports, data, in-person visits, or video meetings.
Represent the organization positively and educate the public and referral sources about its services and approach.
Maintain and improve the website, opening lists, and intake referral systems.
Manage communications and business relationships with counties, hospitals, case managers, guardians, state entities, and other professional agencies.
Complete an initial assessment of prospective residents within one business day of receiving referral documentation and make a preliminary placement decision.
Conduct daily and weekly oversight of facilities for general appearance, physical condition, and repair needs.
Travel frequently to conduct in-person assessments, which are required for most prospective clients.
Forecast vacancies and prepare to fill them before they occur, including anticipated discharges or other losses.
Review and complete placement paperwork before a resident's placement.
Provide background information and support to facilitate service programming, and maintain care plans for individuals receiving support.
Assess prospective residents' needs and negotiate appropriate service rates.
Obtain accurate and timely authorizations for service provision and billing.
Review legislative and budgetary issues and develop plans accordingly.
Work directly with billing staff on a daily basis.
Oversee all intake activities, including forms, rate determinations and exceptions, payment authorizations, move arrangements, scheduling, room preparation, move-in coordination, and training and preparation in consultation with the Executive Director and designees.
Report potential licensing-standard deficiencies to the Executive Director and Director of Compliance and recommend practical improvements to facilities.
Communicate continually with licensors regarding agency intakes and discharges and maintain current admissions and discharge documentation.
Create maintenance tickets and coordinate their 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 and waitlists, and highlight specialty programs and services.
Plan outreach opportunities with director-level staff, including professional meetings, conferences, and workshops, and participate in meetings with other agency personnel.