Position Description Intake and Assessment Coordinator TITLE EFFECTIVE DATE DIVISION/AREA LOCATION AWARD CLASSIFICATION LEVEL INCUMBENT POSITION STATUS REPORTS TO RESPONSIBLE TO NO. OF SUBORDINATES BUDGET DELEGATION Intake and Assessment Coordinator Operations Head Office Social, Community, Home Care and Disability Services Industry Award 2010 Social and Community Services Employee Three Permanent Part-time People Engagement & Quality Manager People Engagement & Quality Manager Nil Nil Position Objectives: The primary purpose of this role is to administer the CTST client intake process and the assignment of clients to the District Transport Coordinators. This role is responsible for ensuring that CTST is able to interface in a timely and effective manner with the Regional Assessment Teams (RAS), the My Aged Care Gateway (MACG) and TAS Care Point (TCP) in relation to inbound and outbound referrals, and review of client ongoing needs. Primary Role Working as a part of the CTST Operational team, this role covers all aspects of the intake process including: Initial contact, acceptance of and screening of prospective clients via the relevant referral mechanisms Entry of client information into relevant CTST database Discussion/explanation regarding the services provided by CTST Allocation of the client to the relevant District Transport Coordinator Ensure new clients receive CTST Client Information packs Facilitate client review processes both internally and externally and via the RAS, MACG and TCP
Principle Accountabilities 1. Intake Services and Processes 2. Data Collection, Input & Reporting 3. Communication & Marketing 4. Continuous Improvement 5. Event Reporting & Risk Management 6. Information Management Performance Indicators: 1. Intake Services and Processes Ensure an effective working relationships with the RAS, MACG, TCP, and other internal and external stakeholders. Liaise with external stakeholders regarding prospective client suitability Liaise with District Transport Coordinators to monitor the changing status of clients in order to anticipate/manage the ongoing client review processes. Monitor and act upon incoming electronic or hard-copy client referrals within prescribed timeframes Undertake assessments of prospective clients under the State Eligibility criteria Younger People with a Disability Determine the most suitable vehicle type for transport based on client mobility restrictions. Monitor newly registered client data to determine when the service was used and ensure information is entered into the MACG Facilitate outbound referral process to the MACG where clients have contacted CTST directly. Effectively transfer internal referrals of new clients to District Transport Coordinators, including matching appropriate and suitable District transport options in order to support output targets. Ensure new clients are appropriately referred to the relevant District office in a timely manner. Being the first point of contact with prospective new clients and/or their nominated representatives, ensure all interaction is carried out with professionalism and efficiency. Ensure that package documentation, services, fees and structure is understood and agreed to by the client. HR IACPD01 Intake and Assessment Coordinator Position Description V3 01/16 Page 2 of 5
2. Data Collection, Input & Reporting Ensure all relevant client information is collected in line with relevant standards and policies Accurate entry of client information into CTST systems is carried out within prescribed timelines. Facilitate reporting of changes in clie4nt mobility/health status to the RAS & MACG Provide client statistical and/or other reports to Management as required. 3. Communication & Promotion Effectively communicate with CTST Operational and Corporate admin teams in relation to general client administration matters Work effectively within a team environment, contributing to a strong team approach through open & objective communication and participation Positively promote CTST transport services to clients, the broader community and other agencies. 4. Continuous Improvement Participate in the evaluation of services, systems and processes. Identify and actively participate in continuous improvement activities. Participates in client and stakeholder consultation and feedback activities Contribute where necessary to the review and development of relevant CTST policies, procedures and documentation 5. Event Reporting and Risk Management Reports events i.e. incidents, accidents, hazards, complaints, near misses and compliments in accordance with CTST Policy & Procedure. Identifies risks and assists with implementing strategies to minimise risk or escalates reporting for risk to be addressed by relevant role. Actively participate in and contributes to the organisations Workplace Health and Safety processes, including the development and implementation of safety systems, improvement initiatives and related training. 6. Information Management Ensure privacy & confidentiality in relation to clients, staff, and volunteers and organisational matters are observed at all times in line with relevant legislation and CTST Policy. Ensure all paper based and electronic files and information are managed in accordance with CTST requirements. HR IACPD01 Intake and Assessment Coordinator Position Description V3 01/16 Page 3 of 5
Scope of Work Performed: The incumbent is expected to operate with a significant degree of independence and autonomy while operating under the broad direction of the Director of Operations. The incumbent has a responsibility to: Work within the ethos of the organisation by observing the CTST Codes of Conduct at all times. Participate and commit to continuous improvement activities and the risk management processes within the organisation. Comply with the CTST Privacy and Confidentiality Policy, strictly maintaining confidentiality of any information obtained in the course of employment. Take reasonable care in the performance of duties consistent with the relevant WH&S legislation. For the evaluation and ongoing monitoring of service delivery as per the organisations framework. Participate in and contribute to a learning environment through attendance at training opportunities provided by CTST. Pre-employment Conditions: Evidence of the following must be provided prior to appointment to the position: 1. National Criminal History Check 2. Identification check 3. Current Tasmanian Drivers Licence. Selection Criteria: 1. Extensive experience operating as a Coordinator preferably within the Community Aged Care Sector. 2. Proven contemporary knowledge of consumer directed care, CHSP, HACC, and solid understanding of service delivery requirements to meet the needs of clients. 3. Strong communication skills and capacity to maintain the personal dignity and confidentiality of all clients and their representatives, ensuring that all interactions demonstrate respect and compassion according to CTST values 4. Demonstrated ability to follow CHSP and HACC guidelines and operate with a strong attention to detail. 5. Capable of working effectively as part of a highly interactive operational team. 6. Experienced user of client management systems and Microsoft Office suite. HR IACPD01 Intake and Assessment Coordinator Position Description V3 01/16 Page 4 of 5
Working Environment: Community Transport Services Tasmanian Inc. (CTST) is committed to providing the highest level of service, and values equity, diversity, initiative, flexibility, teamwork and the capacity to make a difference. CTST is a smoke-free work environment. Smoking is prohibited in all workplaces, including vehicles. CTST is committed to a safe working environment. All employees and volunteers have a duty to take reasonable care for their own health and safety and that they do not adversely affect the health and safety of others persons. Workers and volunteers must comply with any reasonable instruction and cooperate with any reasonable health and safety policy or procedure in the workplace. Employees Signature Managers Signature Date: Date: HR IACPD01 Intake and Assessment Coordinator Position Description V3 01/16 Page 5 of 5