Intake Coordinator in Richfield, Minnesota at Lifeworks Services Inc

The Intake Coordinator serves as the first point of contact for individuals seeking services at LifeWorks. This role is responsible for responding to all inquiries and qualified leads; coordinating the intake process; scheduling initial meetings and tours; managing the waitlist; and fostering positive, welcoming relationships. The Intake Coordinator partners with individuals and families to explore available options when they first seek services. In addition, this role collaborates closely with Lead Navigators to ensure that appropriate resources are provided to all qualified individuals.

Position Title: Intake Coordinator

Department: Program

Hours: Full-time; 40 hours/week, Monday – Friday (non-exempt)

Location: Lifeworks Services – Richfield, MN (Hybrid)

Compensation: $23.75 to $26.50 per hour

Bonus Eligible: Yearly

What we offer employees

Lifeworks offers a comprehensive benefits package which includes:

• 18 days of PTO accrued in the first year of employment
• 11 paid holidays (New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas Day, and a Personal Holiday)
• Medical, dental, vision, life, AD&D insurance, short & long-term disability coverage
• Health Savings Account (HSA), Flexible Savings Account (FSA), and prescription drug coverage
• Up to $3,000 annually in tuition reimbursement and student loan forgiveness when eligibility requirements are met
• 403(b) retirement plan – Lifeworks contributes 3% of your salary and matches up to 4% of employee contributions
• Employee Assistance Program (EAP)

Why Work at Lifeworks

Lifeworks is an industry leader on the forward edge of partnering with people with disabilities in innovative, person-centered ways. Disability inclusion is our true north, guiding every service we provide and ensuring that people with disabilities have opportunities, can thrive, and defy expectations. The Lifeworks Team is collaborative, passionate, and strategic, using a person-centered approach to increase access in our communities.

You’ll succeed in this role if you:

• Are capable of performing the essential functions of the position, with or without reasonable accommodation.
• Demonstrate proficiency in documenting information accurately and concisely.
• Effectively manage and process large volumes of information with attention to detail.
• Prioritize tasks and manage time efficiently in a fast-paced environment.
• Are familiar with the Microsoft Office Suite and intake management systems or electronic health record (EHR) systems.
• Accurately enter, maintain, and manage data.
• Interact with clients in a supportive, respectful, and understanding manner.
• Address and resolve issues that arise during the intake process professionally and effectively.
• Understand and adhere to confidentiality laws and regulations, including HIPAA.
• Work independently while managing responsibilities and meeting deadlines.
• Collaborate effectively with colleagues and cross-functional teams to coordinate services.
• Demonstrate awareness of and respect for diverse backgrounds and cultures.
• Assess client needs and determine appropriate next steps, resources, or referrals.
• Have a working understanding of Department of Human Services regulations and service access processes (preferred).
• Successfully pass a Department of Human Services background study and drug test, and maintain reliable transportation for work-related travel (e.g., office locations, on-site trainings).

How you’ll be spending your time:

Serving as the first point of contact for new and prospective clients, including:

• Conducting referrals and intake conversations by gathering required information, documenting details, and ensuring information is accurate and up to date.
• Maintaining clear and effective communication with clients, families, and other professionals involved in planning, while providing updates and responding to questions or concerns.
• Working with team managers and service coordinators to assess client eligibility for services or programs and guiding clients through the intake process so they understand all required steps.
• Maintaining accurate, organized records of all interactions and transactions and preparing reports and/or summaries for internal use or regulatory compliance.
• Adhering to defined response times and service level agreements established by the department.
• Using internal systems to complete intake processes for new and current clients.
• Coordinating communications for clients on the waitlist.
• Managing service offers and funding requests with lead agencies to initiate services.
• Overseeing, updating, and maintaining the waitlist for all LifeWorks services.
• Promoting and scheduling initial navigation sessions for clients with Lead Navigators.
• Scheduling tours or informational sessions as requested by prospective clients.
• Acting as a liaison for clients while coordinating internal resources and partnering with navigation and program leadership.
• Conducting, documenting, and reporting on client follow-up surveys and other feedback mechanisms.
• Representing LifeWorks at relevant state, county, school district, employer, and community events to promote services and generate qualified referrals, as directed.
• Staying informed on best practices, new resources, and changes in the field to continuously improve the customer experience.
• Completing required training and professional development activities in a timely manner.
• Following safety procedures and assisting in identifying safety needs for self and others.
• Performing other duties as assigned.

• High school diploma required; minimum of one-year customer service and/or human service program related experience required.
• Associate or bachelor’s degree preferred.
• Bi/Multi-lingual preferred.
• Fluent in English, verbal and written.
• Proficiency in Microsoft Office Suite.

Equity Statement:

Lifeworks strives to be radically accessible, diverse, equitable, and inclusive. We appreciate the vibrancy of differences, center the voices of silenced and marginalized people, and champion universal rights.

Lifeworks Services is committed to hiring people from a variety of diverse cultures with diverse life experiences. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, familial status; genetic information, or any other characteristic protected by law.

Lifeworks Services is an equal opportunity employer, and we encourage members of diverse groups to apply.

We are committed to an inclusive and accessible hiring process. If you need an accommodation to apply or participate in an interview, please contact us at D365-HR@lifeworks.org or 651-454-2732, and we will be happy to support you.