CalAIM Intake Coordinator

The CalAIM Intake Coordinator plays a vital role in the implementation and delivery of services under California Advancing and Innovating Medi-Cal (CalAIM) initiatives. As the initial point of contact for individuals referred to Enhanced Care Management (ECM) and Community Supports, the Intake Coordinator serves as a key bridge between referred clients, care teams, and external stakeholders. This role demands strong interpersonal skills, attention to detail, and a comprehensive understanding of Medi-Cal workflows and client-centered engagement practices.
Duties and Responsibilities:

• Receive, log and triage all incoming referrals for ECM and Community Supports
• Conduct proactive outreach to referred individuals using trauma-informed, culturally responsive communication methods, including phone calls, text messages, emails, and in-person engagement
• Establish rapport with clients to build trust and gather essential intake information, ensuring sensitivity to their lived experiences and social needs
• Clearly explain program offerings, eligibility requirements, and the expectations of participation in CalAIM services
• Schedule intake assessments and coordinate follow-up for clients who are unresponsive or require additional outreach efforts
• Maintain accurate, timely, and comprehensive documentation of all engagement activities using Electronic Health Records (EHR) and internal tracking tools
• Guide clients through the enrollment process by assisting with the completion of all required documentation, including forms, consents, and releases of information
• Prepare and submit Treatment Authorization Requests (TARs) in alignment with health plan-specific policies, ensuring timely submission and documentation compliance
• Track the status of TAR approvals, denials, re-submissions, and expiration dates, and follow up as needed to support continuity of care
• Accurately enter billing and service delivery data into the EHR and associated databases to support claims processing and financial reconciliation
• Collaborate with finance and billing team to review, validate, and submit encounter data; flag and resolve discrepancies or incomplete documentation
• Flag billing issues or documentation errors and assist in timely resolution

• Provide seamless warm handoffs to CalAIM case managers by sharing relevant client history, engagement notes, identified barriers, and service recommendations.
• Participate in interdisciplinary huddles, case review meetings, and program planning sessions to support alignment across care teams and program operations
• Work closely with internal program staff, external providers, and community partners to ensure a coordinated and client-centered intake process
• Perform quality checks on intake records, referral logs, and program documentation to ensure completeness, accuracy, and adherence to regulatory standards
• Monitor key performance timelines, including TAR submission windows, enrollment milestones, and initial contact benchmarks
• Assist in the preparation of monthly, quarterly, and ad hoc reports to support program monitoring, compliance tracking, and performance evaluation
• Support quality assurance (QA) initiatives by identifying process improvement opportunities, escalating compliance concerns, and contributing to corrective action efforts.
• Participate in internal audits, file reviews, and health plan monitoring visits; update records and resolve issues as directed

Knowledge, Skills and Abilities:

• Excellent verbal and written communication skills, with the ability to engage diverse populations in a respectful and effective manner.
• Demonstrated ability to manage multiple priorities, meet deadlines, and work independently in a dynamic, fast-paced environment.
• Proficiency in understanding managed care systems, Medi-Cal authorization workflows, and documentation requirements.
• Familiarity with trauma-informed care principles, social determinants of health, and health equity frameworks.
• Strong organizational and data entry skills, with a high level of accuracy and attention to detail.
• Competence in Microsoft Excel, EHR systems, and other data tracking and reporting tools.

Required Education and Experience:

• High school diploma or equivalent required; associate or bachelor's degree in social work, public health, health administration, or a related field strongly preferred
• A minimum of 2 years of experience in outreach, care coordination, intake, or administrative support within healthcare, behavioral health, or human services settings
• Experience with Electronic Health Records (EHR), referral tracking systems, and program data tools is essential
• Skilled in using Excel for data organization, analysis, and reporting, including pivot tables, conditional formatting, and creating dashboards to support business insights

Preferred Education and Experience:

• Bilingual proficiency in English and Spanish strongly preferred
• Experience working within CalAIM programs or similar Medi-Cal initiatives is highly desirable

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of hands and fingers for typing, writing, and using office equipment
• Occasional standing, walking, bending, or reaching to retrieve files or supplies
• Ability to lift or move items up to 20 pounds, such as boxes of materials or equipment
• Frequent verbal communication via phone, video, or in-person, requiring clear speech and active listening
• Visual acuity necessary for reading detailed documents, computer screens, and electronic health records
• May require travel between office sites or in the community for outreach, client engagement, or partner meetings (if applicable to the organization's service model)
• Ability to work in both office and community-based settings, including environments that may have varying levels of accessibility or comfort

Rate of Pay:
$27.00 - $32.00 per hour
Full time nonexempt
Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• 401(k) with company match
• Prestige Urgent Care Membership
• Paid Time Off

Who are we:
One SAFE Place and Children's Legacy Center are separate legal entities. Arch Collaborative is a fictitious business name (DBA) of Children's Legacy Center. Under the DBA Arch Collaborative, and a signed management services agreement, Children's Legacy Center assist's One SAFE Place with operations and enhances OSP's impact. Through One SAFE Place's participation in Arch Collaborative, we have created a network of organizations that respond effectively to trauma, violence, and exploitation in our community while maintaining the legal status of each organization.
Children's Legacy Center and One Safe Place are At-Will Employer
Children's Legacy Center and One Safe Place are Equal Opportunity Employers