Intake Director

Options Residential and Connections Services has an exciting opening on our leadership team for an Intake Director!

We are a 245D licensed program which provides residential-based rehabilitation and other adult foster care services in Dakota and Hennepin Counties for adults with mental illness, brain injuries, developmental disabilities, or related conditions. We have group homes and apartment settings n the south metro area (Burnsville, Bloomington, Eagan, Rosemount, Hastings). The purpose of this position is to lead, manage and maintain accountability in the daily operations of the intake department while ensuring openings are filled with the appropriately defined and assessed clients at a high standard of service initiation under the overall guidance of the Executive Director.

Salary: $62,000-65,000 annually, DOQ. Eligible to earn monthly bonus as well dependent on percentage of beds filled.

Schedule: Mon-Fri 8am-4:30pm. This is an in-office position based in Eagan, MN. Travel will be required to conduct assessments.

Responsibilities include:

BUSINESS MANAGEMENT

Support organizational goals by keeping the service openings (residential or community services) filled at a 96% to 100% filled capacity taking steps to fill beds with clientele that is appropriate for the site and within the parameters of staffing and service capabilities to ensure programmatic consistency, sustainability, and growth potential. Develop, implement, and monitor tactical goals and departmental budgets according to the organization's strategic plan. Develop a referral system that identifies, assesses, and appropriately places individuals into care within the organization. Identify programmatic and budgetary deficiencies and proactively recommend and follow through with improvements. Duties may include, but are not limited to:

• Maintain budgets, meeting financial goals and reporting progress to Executive Director and Executive team. Liaise with the Directors of Services, Workforce, and Compliance about incoming and outgoing individuals within programs
• Maintain marketing and outreach to ensure a constant flow of referral sources with appropriate referrals for possible clients and to build a waiting list for each service
• Consistent calls, emails, texts and any other marketing material to increase filled seats to at least 96%, but up to 100%
• Assess potential client's personality, behavior and needs over the phone, through email reports and data and in person visits (travel required) or video meeting
• Maintain a positive public image while educating the public on "the Options way" and marketing program services to other organizations and/or referral sources
• Maintain and increase intakes to accomplish monthly, quarterly, and annual revenue targets.
• Develop and improve the website, opening list, intake referral systems

Admissions and Coordination

Manage overall communication with referral sources (i.e. county, hospital, case manager, guardian, etc.), county and state entities, and other professional service agencies by cultivating and maintaining ongoing business relationships. Gathers pertinent background information, assesses potential residents, and places individuals within the residential program. Identify cost effective strategies to meet resident service needs. Duties may include, but are not limited to:

• Complete initial assessment of potential residents seeking service within one business day of receiving referral documentation to make preliminary decision of appropriateness of placement for all programs.
• Daily and weekly facilities oversight of physical condition of houses and facilities for general appearance and repairs
• Driving will be frequent and regularly required: in person assessment is required of most potential clients as part of the assessment process
• Forecast and prepare to fill vacancies prior to occurrence (pending discharges, or losses)
• Review and complete the necessary placement paperwork prior to placement
• Provide necessary support and background information to assist service programming at facilities and with staff and maintain a care plan for individuals receiving support
• Assess the prospective individual's needs and negotiate appropriate service rates to meet those needs.
• Secure accurate and timely authorizations to provide and bill for services.
• Review legislative budgetary issues and create plans accordingly
• Work directly with Billing staff daily
• The Intake Director is the person responsible for:
  • All aspects of intake including but not limited to:
    • intake forms
    • rate determination
    • rate exception negotiations
    • payment authorizations
    • moving arrangements
    • coordinating dates and times
    • preparing the room and facilitating the entire move experience with the house or facility staff
    • training and preparation with consultation with Executive Director and designees

LICENSING

Report to the Executive Director and Director of Compliance when licensing standards do not appear to be meeting or exceeding state and local government expectations. Explore and make recommendations regarding potential practical tips, tools, and skills to improve physical locations based upon licensing standards. Duties may include, but are not limited to:

• Continual communication with the licensor(s) regarding all intakes and discharges from our agency.
• Maintain up to date documentation of admissions and discharges to the program.
• Produce maintenance tickets and coordinate their completion with maintenance team
• Coordinate and check in with the maintenance team to monitor progress so that preparations for the move in are complete.

MARKETING

Build and maintain relationships with Counties, case managers, and other outside agencies to generate referrals and placement opportunities. Duties may include, but are not limited to:

• Educate public and possible referral sources about openings and waitlists
• Highlight specialty programs and services
• Strategize outreach tactics for professional meetings, conferences, workshops and marketing/ outreach opportunities with director level staff
• Prepare for active participation in meeting with other agency personnel

KNOWLEDGE & SKILLS

This position requires the following knowledge and skills:

• Considerable knowledge of individuals with Brain Injury, Mental Health, and Substance Use
• Proficient in computer and software usage with minimal support
• Fully understands HIPAA and confidentiality requirements of health care industry
• Effective written and oral communication skills
• Effective time management and organizational skills
• Strong presentation, social, communication and extraverted interpersonal skill set.
• Ability to manage multiple priorities, work independently, and take initiative
• Ability to maintain a professional composure and effectively represent the organization
• Ability to act in a manner, which provides for a positive, productive, and supportive atmosphere
• Ability to maintain a high level of confidentiality
• Exercise good judgment and apply effective listening skills
• Proficient in and knowledge of Microsoft suites, Outlook, Adobe, Excel, website design, Docusign and other computer skills and applications.
• Ability to operate standard office equipment

EDUCATION & WORK EXPERIENCE

This position requires a bachelor's degree in one of the behavioral sciences or related fields, three years of experience in residential programming, and two years of experience in a supervisory role.

ADDITIONAL POSITION REQUIREMENTS

This position requires a valid driver's license and proof of auto insurance as the employee will be required to drive their own vehicle and company vehicles to perform certain job responsibilities.

Options Residential uses E-Verify

Options Residential, Inc will conduct a Minnesota Department of Human Services Background Study on all new employees. Employees in driving positions will also be subject to a Motor Vehicle Background check. Continued employment will be contingent on a cleared background study and a satisfactory MVR.