Virtual Intake Jobs (NOW HIRING)

We are looking for an experienced Minnesota 245D professional who can take ownership of our client services and intake process. This is a hands-on role for someone who already knows how to conduct 245D intakes, communicate with county case managers and families, and move a referral from first contact through a smooth start of services.

You will own the client journey from referral and intake through required documentation, caregiver match and start coordination, ongoing client communication, and service follow-through. You will work closely with our virtual assistant, who manages scheduling, and with our recruiting function, so your focus can remain on clients, caseworkers, caregivers already hired by the agency, and successful service starts.

• Lead referrals, screenings, intakes, admissions, and start-of-service coordination from initial contact through a successful start of care.
• Conduct in-home intakes throughout Minnesota and virtual intakes when appropriate, ensuring each intake is thorough, person-centered, and complete.
• Gather and review Service Agreements, authorizations, support plans, addenda, signatures, and required 245D documentation; follow through on missing items before services begin.
• Serve as a primary point of contact for clients, families, guardians, county case managers, support coordinators, and other members of the client support team.
• Identify each client’s service needs, schedule, goals, preferences, risks, and caregiver considerations and communicate those needs clearly to the scheduling team.
• Work with the virtual assistant who manages scheduling to coordinate caregiver-client matches using caregivers who have already been hired and onboarded.
• Coordinate meet-and-greet and service starts, then follow new placements to make sure the transition is stable and concerns are addressed quickly.
• Support caregivers after placement with client-specific questions, service expectations, documentation needs, and concerns related to the clients they support.
• Maintain accurate, current, and audit-ready client files and required service documentation, reviews, and follow-up.
• Manage client and caseworker concerns professionally, identify issues early, and elevate significant risks or decisions to the CEO when needed.
• Track referral and intake progress and provide clear weekly updates on pending intakes, documentation needs, clients ready to start, and barriers requiring attention.
• As the client-services function grows, help train and support additional intake or client-services staff and maintain consistent intake standards.

• 3+ years of experience in Minnesota disability services, 245D services, or a closely related human services setting.
• Demonstrated experience with 245D processes, client intakes, service starts, service documentation, and coordination of services.
• Experience working directly with individuals with disabilities, families, guardians, county case managers, and other members of a client’s support team.
• Established relationships with Minnesota county case managers and/or other referral sources, with the ability and initiative to build, maintain, and strengthen those relationships as the company grows.
• Experience managing the full client journey, from referral and initial contact through intake, documentation, caregiver matching, service start, and ongoing follow-up.
• Strong understanding of Minnesota disability-service systems, 245D requirements, and the importance of accurate, timely, and compliant documentation.
• Comfortable taking ownership of a caseload or client-services function and working independently without needing constant direction or supervision.
• Highly proficient with computers and comfortable learning and navigating electronic health records, case-management systems, scheduling platforms, Microsoft Office/Google Workspace, and other technology-based systems.
• Demonstrated ability to learn new systems and processes quickly and adapt to a fast-paced, growing organization.
• Strong communication and relationship-building skills, with the ability to communicate directly, professionally, and confidently with families, case managers, caregivers, and leadership.
• Proven ability to set appropriate boundaries, use sound judgment, solve problems independently, and address issues before they become larger concerns.
• Self-directed, driven, and proactive; someone who takes initiative, identifies what needs to be done, and follows through without waiting to be told every next step.
• Ability to receive direction and feedback from leadership, move quickly, adapt to changing priorities, and execute without taking direct communication personally.
• Demonstrated interest in contributing to the growth and development of the organization, including identifying opportunities to strengthen referral relationships, improve client services, and expand the company’s reach.
• A common-sense, solutions-oriented approach to decision-making, with the confidence to ask questions when necessary while also knowing when to take action independently.
• Ability to respectfully challenge ideas, raise concerns, and provide thoughtful input rather than simply agreeing with leadership.

Join us as a Client Service & Intake Manager to lead our efforts in delivering outstanding client experiences while driving operational success through innovative leadership and strategic collaboration!