Overview
Intake Coordinator Jobs in Palo Alto, CA at Avenidas
TITLE: Intake Coordinator
REPORTS TO: Program Director; Avenidas Social Work Services
SUPERVISES: None
STATUS: Non-Exempt – Part Time
CONTACT: [email protected]
Company Overview
Avenidas is a non-profit organization providing services to Mid-Peninsula older adults and caregivers. Avenidas offers a wide variety of health, education, recreation, and social service programs and through its multiple centers and initiatives, Avenidas supports seniors in maintaining their independence and enhancing their quality of life.
Position Overview
The Intake Coordinator serves as the primary entry point for individuals referred to Avenidas Social Work Services (ASWS). This position coordinates internal and external referrals, conducts initial eligibility screening and intake, verifies Medi-Cal eligibility for Enhanced Care Management (ECM), and supports administrative and reporting requirements with Managed Care Plans (MCPs). The Coordinator plays a critical role in ensuring that referrals are processed accurately, efficiently, and compassionately while providing essential administrative support to ASWS programs.
Essential Job Functions
The Intake Coordinator is expected to demonstrate exceptional organization, attention to detail, time management, follow-through, and the ability to manage multiple priorities and deadlines simultaneously. Because this position frequently serves as an individual’s first interaction with ASWS, the Coordinator must also demonstrate professionalism, empathy, clear communication, cultural responsiveness, and a strong commitment to providing a positive client experience.
- Serve as the primary point of contact for individuals referred to Avenidas Social Work Services (ASWS), providing professional, compassionate, and timely assistance throughout the referral and intake process.
- Receive, review, and process internal and external referrals; contact prospective clients or their representatives to gather necessary information, determine initial eligibility, and complete intake requirements.
- Coordinate referrals and facilitate timely handoffs to the appropriate ASWS program or staff member, while tracking pending referrals through resolution.
- Process Enhanced Care Management (ECM) referrals, including verifying Medi-Cal and health plan eligibility, confirming required referral information, and supporting enrollment and outreach workflows.
- Manage inbound and outbound reports, referral files, member rosters, and other required communications with contracted Managed Care Plans (MCPs), ensuring accuracy and adherence to established deadlines.
- Maintain complete and accurate referral, intake, eligibility, and program records in Salesforce and other required systems, while ensuring compliance with HIPAA, confidentiality, and documentation standards.
- Monitor referral and reporting workflows, follow up on missing or incomplete information, and coordinate with ASWS staff, MCPs, referral partners, and other stakeholders to resolve discrepancies and prevent delays in service.
- Provide general administrative and program support to ASWS, including responding to inquiries, maintaining organized records, assisting with audits and reporting requirements, and supporting ongoing improvements to referral, intake, and administrative processes.
· Other duties as assigned.
Qualifications
Education and Experience.
- High school diploma or equivalent required; associate degree or additional education in social services, healthcare administration, human services, business administration, or a related field preferred.
- Minimum of one year of administrative, intake, referral coordination, healthcare, social services, or related experience.
- Excellent organizational and time management skills, with demonstrated ability to manage multiple priorities, deadlines, and ongoing workflows with a high degree of accuracy.
- Strong attention to detail and ability to maintain accurate records, track outstanding items, and consistently follow tasks through to completion.
- Excellent verbal and written communication skills, including the ability to communicate professionally and compassionately with older adults, caregivers, healthcare professionals, community partners, and health plan representatives.
- Strong computer skills and demonstrated ability to learn and effectively use electronic databases, client management systems, spreadsheets, and other technology platforms.
- Ability to work independently, exercise sound judgment, identify problems, and seek guidance when appropriate.
- Ability to handle confidential and sensitive information with discretion and maintain compliance with HIPAA and organizational privacy requirements.
Knowledge, Abilities and Skills.
- Bilingual in English and another language commonly spoken in the service area.
- Knowledge of local community resources and services.
- Experience working with older adults or individuals with complex medical or social needs preferred.
Physical Demands, Work Environment, and Vision Requirements
- Physical Demands: Frequently stand, walk, and sit. Occasionally reach/work above shoulders, twist/bend/stoop/squat, grasp forcefully, lift/carry/push/pull objects that weigh up to 10 pounds.
- Equipment: Use a computer; use a telephone, grasp lightly/fine manipulation.
- Manual Dexterity Requirements: Write by hand, sort and file paperwork.
- Work Environment: A variety of environments, including office settings, community event locations, and member homes. Some evening and weekend hours may be required to accommodate member needs and event schedules.
- Vision Requirements: Near vision, corrective lenses permitted, must be sufficient to read printed material the size of typewritten characters and navigate an Electronic Health Record.
Hours and Compensation
This is a part-time, non-exempt, 20-hour per week position. Benefits include medical, dental, vision, 403B grant offered; paid vacation, sick leave, holidays and more. The current pay range is $32.00 – $34.00 per hour.
Pay: $32.00 – $34.00 per hour
Expected hours: 20.0 per week
Benefits:
- 403(b)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Title: Intake Coordinator
Company: Avenidas
Location: Palo Alto, CA
Category:
