Coordinator of Intake & Admissions, Residential Services

Under the supervision of the Director of Intake and Admissions, the Coordinator of Intake and Admissions supports a centralized residential intake and admissions process for Heartshare’s Developmental Disabilities Division. The role is responsible for helping reduce residential vacancies, maintain an accurate candidate pipeline, support timely and appropriate admissions, and ensure that referral packets, screening materials, enrollment documents, and due process steps are complete, current, clinically informed, and audit-ready.

In addition, the Coordinator of Intake and Admissions will support program development initiatives and other special projects as directed by the Director of Intake and Admissions and their supervisors. The Coordinator of Intake and Admissions is part of DD Managers’ Group that includes all HeartShare senior and mid-level DD management staff.

Primary Responsibilities and Essential Functions of Position:

• In addition to responsibilities below, performs all other duties as assigned by the Director of Intake and Admissions, Chief of Staff for DD Services, or Chief Program Officer for DD Services.
• Uses positive approaches when handling difficult situations. Remains flexible and adapts to change.
• Serves as role model for program participants. Abides dress code. Conducts self in a professional manner at all times.
• Remains sensitive and responsive to cultural differences of program participants and staff.
• Participates in in-service trainings and on-site workshops as required for professional growth and development. Attends external trainings and workshops at direction of management.

Section A – Tracking, Pipeline Management, Follow-Up, Visibility: Under the supervision of the Director of Intake and Admissions, maintain a database of individuals seeking residential services for the boroughs in which HeartShare offers residential services.

• Receive, log-in, and evaluate referral packets for residential services received at HeartShare’s central administrative office.
• Respond to initial inquiries from individuals, family members, care coordinators, and other referring staff seeking to make referrals, providing intake information and next steps.
• Provide periodic reports on new referrals to the Director of Intake and Admissions and to senior management.
• Maintain an active admissions pipeline tracker that clearly identifies each candidate’s referral status, missing documents, clinical or operational concerns, responsible parties, next steps, aging items, and barriers requiring escalation.
• Maintain liaison with OPWDD and DDSO staff on referrals, providing information and feedback as needed.

Section B – Screening Judgement, Packet Quality, Clinical/Program Fit, Admission Readiness: Facilitate residential screening processes, as assigned for specific residential programs and program development projects. These tasks include:

• Reviewing referral packets for completeness, timeliness, and clinical relevance, including behavioral support needs, medical considerations, mobility needs, staffing implications, and fit with available residential opportunities, and confirming that clinical, historical, fiscal, and enrollment paperwork is present.
• Assisting in the identification of candidate pools for specific residential opportunities with an understanding of the population being served by that program and its resources for serving prospective candidates.
• Providing information and counseling to parents, family members, and other advocates and to facilitate their understanding of the service and the intake process as well as to assess their need, priority and readiness to use the residential opportunity.
• Conducting and facilitating interviews with candidates, family members, and advocates; supporting residential staff teams in their screening processes; and coordinating intake interview scheduling.
• Collecting feedback from teams’ screening processes to present at residential backfill meetings with senior staff, and supporting teams’ presentations to the Residential Admissions Committee.
• Assist the Director of Intake and Admissions in coordinating pre-opening program meetings with families of prospective residents, including scheduling, materials preparation, and follow-up.

Section C – Enrollment: Coordinate the enrollment process for admitted individuals, ensuring required paperwork, consents, and notifications are completed accurately and on time. These tasks include:

• Collection and filing of enrollment paperwork from care coordinators and family members;
• Collection and filing of fiscal forms and information;
• Ensure appropriate consent and sign-offs such as Representative Payee, Liability for Services, Human Rights and Privacy Policies, etc.;
• Notify Developmental Disabilities Services department of admissions, moves, and discharges within the system.
• Maintain liaison with OPWDD and DDSO staff to ensure timely enrollment of admitted individuals.

Section D – Administrative Support: Provide administrative support to all Heartshare residential services programs, including data sharing and DDP-2/CAS record maintenance. These tasks include:

• Access and share identification, enrollment, benefits/entitlements eligibility, and other information needed to support service provision.
• Maintain DDP-2 and CAS tracking, updating records and ensuring completion of required documents.

Section E – Information & Referral: Under the supervision of the Director of Intake and Admissions, provide information and referral services to individuals, family members, care coordinators, and other internal and external staff regarding Heartshare Developmental Disabilities Services. These activities can include:

• Responding to phone, email, and website inquiries about services.
• Representing Heartshare at public events, such as transition and resource fairs at schools, other agencies, and events and meetings sponsored by the Developmental Disabilities Councils in the boroughs we serve.
• Publishing a monthly service availability document and facilitating its internal and external distribution.