Intake Coordinator - Center for Excellence in Disabilities

The Center for Excellence in Disabilities at West Virginia University is currently accepting applications for an Intake Coordinator

About the Opportunity

The purpose of this position is to provide administrative support, including: care coordination, referral assistance and linkages for individuals with disabilities seeking services throughout the WVU Center for Excellence in Disabilities (WVU CED) and surrounding communities.

The position's primary focus is greeting and checking-in visitors to the CED's Morgantown office and helping consumers navigate WVU CED services and supports. The individual in this position will engage with clients to connect them to clinical care or other WVU CED services and supports. This position will be responsible for intake, scheduling and registering for all clinical appointments. This position will act as the front-line face of the CED. As such, this individual will answer phone calls, schedule appointments, greet visitors, and route incoming calls. Duties may also include providing information and referral to partnering and community agencies as needed.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
* 37.5-hour work week
* 13 paid holidays (staff holiday calendar)
* 15 annual leave (vacation) days per year or more based on years of service (employee leave)
* 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
* WVU offers a range of health insurance and other benefits
* 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
* Wellness programs

What You'll Do

Administrative tasks:

• Provide direction and expertise in day-to-day Center operations and provide necessary linkages between and among Center faculty, researchers, and administrative staff
• Greet and assist visitors in a professional, timely, and friendly manner. Clearly determine the purpose of the visits, answer questions by using available materials and knowledge, direct visitors as needed in an accessible manner.
• Distribute incoming mail and packages and complete receiving processes for orders.
• Oversee basic CED procedures for WVU and Research Corporation CED staff, including training staff in policy and protocol as needed.

Care Coordination:

• Coordinating Client care services on a daily basis to ensure clients, family members and staff are provided comprehensive wraparound support.
• Use clear and concise communication to gather information and provide linkages and referral services to individuals, caregivers, and professionals to access information or services to meet their individual needs.
• Primary contact to communicate and manage client needs service to staff as needed and in a timely manner.
• Provide client support to establish rapport and communication with provider for ongoing support.

Clinic Support:

• Follow intake procedures set by clinics using clear and friendly communication. Obtain and update necessary medical/referral paperwork by asking clinical intake and needs assessment questions.
• Link client to appropriate clinics/programs by email, phone, or in person.
• Schedule, confirm, and register patients for in-person and/or telehealth visits using clear, concise, and friendly communication.
• Respond to all clinical requests in a timely manner. Assist in developing reports for CED, as required by CED Leadership and grant reporting requirements
• Gather initial information from medical records, client self-reports, and other sources needed to effectively refer individuals, caregivers, and professionals to the appropriate services.
• Maintain up-to-date electronic records in online database for all clinic communications and client data.
• Collaborate with other professionals to assess client needs or plan treatments.
• Be the primary contact between clinic providers and families, including responding to client inquiries, answering appointment requests, managing wait lists, and organizing scheduling.
• Serve on center-wide and clinic-specific clinic meetings.
  
• Obtain and organize client information, including requesting and obtaining required medical records and intake forms. Maintain sensitive, private health information in accordance with HIPAA standards and regulations.
• Create efficient systems and workflows within the clinics to include tracking of all client referrals in real-time, entering all session data into CODA (the CED database), tracking participation of community partners, development and implementation of referral procedures to outside partners, and other data collection as needed.
• Maintains sensitive, private health information in accordance to HIPAA standards and regulations.
  
• Provide follow-up and documentation for outbound referrals in a timely manner.
  
• Keep appointments on schedule by notifying providers of client's arrival; reviewing service delivery compared to schedule; reminding providers of service delays. (Identify client needs, medical supports, environmental impediments, and progress through interviews and review of client records.)
• Be familiar with basic functions of telehealth and clinic equipment including turning on and off as guided by IT directives.
  
• Complete continuing education as requested to support center-wide and clinic goals and objectives, and to meet the needs of families.
  
• Provide direction and support to all clinic visitors including clients, families, caregivers, team members, and students/trainees.

Pay Grade: 15

Hours: 8:30am-4:30pm

Qualifications:

• Associate's degree in related field.
• A minimum of two (2) years related experience working with individuals with disabilities or health conditions; Or an equivalent combination of education and/or experience.

Knowledge, Skills, Abilities:

• Excellent customer-service skills and the ability to express empathy in difficult interpersonal situations.
• Strong attention to detail with the ability to multitask and communicate effectively both orally and in writing.
• Ability to advise clients or community groups on social service issues and providers.
• Ability to assess individual social service needs.
• Knowledge of principles and processes for providing personal services. This includes client needs assessment, meeting quality standards for services and evaluation of client satisfaction.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology required for record keeping in project.
• Skilled in complex problem solving, including identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Ability to establish and maintain interpersonal relationships, including developing constructive and cooperative working relationships with others, and maintaining them over time.

Preferred Qualifications:

• Knowledge of disability services and support systems
• Experience in clinic setting.
• Team management and clinic compliance.
• Background in medical coding, fee-for-service or other related systems

Reliable and accessible transportation to work

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is proud to be an Equal Opportunity Employer and is the recipient of an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.