Job Description

Job Location: Cleburne IDD Building - Cleburne, TX 76033

Position Type: Full TimeEducation Level: High School / GED

Salary Range: $17.90 - $18.50 Hourly

Job Shift: Day

Job Category: Admin - ClericalPosition Summary

The IDD Intake Assistant serves as the initial point of contact for individuals, families, providers, and community partners seeking IDD services through Pecan Valley Centers. This position is responsible for coordinating intake and referral activities, maintaining accurate documentation and tracking systems, supporting eligibility and assessment processes, providing customer service and community resource information, and ensuring timely communication and follow-up throughout the intake process. The IDD Intake Assistant works closely with Service Coordinators, Eligibility Specialists, providers, and other stakeholders to facilitate access to services and support compliance with program requirements.

Essential Duties and Responsibilities

Intake and Referral Management

• Receive, review, and process referrals for IDD services.
• Community First Choice (CFC) referrals through LIDDA Connect.
• Diagnostic and Determination (DID) referrals.
• Requests for medical records and follow-up utilizing established review checklists.
• Referrals to Eligibility Specialists.
• Referrals and requests for Service Coordinators.
• Conduct initial screening activities, including phone calls and IRAC Discovery processes.
• Gather demographic and preliminary intake information from individuals and families.
• Provide information regarding available programs, services, and eligibility requirements.
• Schedule intake appointments, assessments, and related evaluations.
• Complete reminder calls for all scheduled intake appointments.

Documentation and Records Management

• Collect, review, organize, and maintain required intake documentation.
• Enter and update client information in electronic health record (EHR) and case management systems.
• Maintain accurate intake records and supporting documentation.
• Capture and update intake data daily on designated tracking spreadsheets maintained in Microsoft Teams.

Client and Family Support

• Respond to inquiries regarding IDD services, waiting lists, intake procedures, and eligibility processes.
• Provide information regarding community resources and referral options.
• Assist individuals and families in navigating service access and required documentation.

Coordination and Communication

• Coordinate appointments and intake activities with intake staff, Eligibility Specialists, Service Coordination Supervisors, and Service Coordinators.
• Communicate with schools, medical providers, community agencies, and external partners as needed.
• Track intake progress and conduct follow-up regarding missing or incomplete documentation.
• Maintain professional communication with internal and external stakeholders to support efficient service delivery.

Eligibility and Assessment Support

• Assist in gathering records and supporting documentation required for eligibility determinations.
• Support future financial assessment functions as assigned.
• Monitor timelines and tracking systems for assessments, evaluations, and eligibility-related activities.
• Prepare intake packets and documentation for review by IDD professionals and program staff.

Administrative Responsibilities

• Answer and respond to calls received through the IDD Intake Line.
• Maintain intake logs, reports, spreadsheets, and other tracking systems.
• Perform general clerical and administrative duties as assigned.
• Distribute Intermediate Care Facility (ICF) packages, including DID and ICAP booklets and score sheets, to community providers.
• Conduct Permanency Planning interviews and submit completed information to the Program Manager for review and entry.
• Maintain and update the Permanency Planning tracking spreadsheet.
• Maintain access and utilize required systems and databases, including:
• Medicaid and Social Security Community-Based Organization (CBO) Portal
• CARE System
• Texas Medicaid & Healthcare Partnership (TMHP)
• LIDDA Connect
• Client Assignment and Registration System (CSIL) or other designated databases

Other Duties

This position may perform other duties as assigned to support the mission, goals, and operational needs of Pecan Valley Centers. Responsibilities may be modified as program requirements and organizational needs evolve.QualificationsKnowledge, Skills, and Abilities

• Knowledge of IDD programs, services, intake procedures, and community resources.
• Ability to communicate effectively with individuals, families, providers, and community partners.
• Strong organizational and time-management skills.
• Ability to maintain accurate records and manage multiple tracking systems.
• Proficiency in Microsoft Office applications, Microsoft Teams, and electronic record systems.
• Ability to maintain confidentiality and comply with HIPAA and agency policies.
• Strong customer service and problem-solving skills.
• Ability to work independently and as part of a multidisciplinary team.

Must have a high school diploma or G.E.D., must have a good driving record for the past 3 years and have a valid auto insurance card.

PHYSICAL ABILITIES: Must be able to bend, stoop, kneel crouch, squat, lift at least 25 lbs., reach forward and overhead, and sit for an extended period of time.