Interest, Enrollment, and Data Coordinator

At Makom, we are dedicated to supporting and empowering individuals with intellectual and developmental disabilities (IDD) to achieve the quality of life they aspire to live. If you are a passionate professional eager to make a meaningful difference in the IDD community, we want to meet you!

For over 40 years, we have been leaders in delivering innovative services and support to individuals with IDD across Maryland and Virginia. Our team of over 450 professionals is united by a shared commitment to fostering a workplace culture defined by our core values—Excellence, Inclusion, Integrity, and Self-Determination. These guiding principles frame our embrace of diversity, equity, and belonging. At Makom, you’ll become a key part of meeting our transformative mission while working in a community that values your individuality, expertise, and aspirations.

The Role:

We are seeking an Interest, Enrollment, and Data Coordinator to join our dynamic team. In this role, you will serve as a centralized, person-centered resource for all inquiries, referrals, enrollment coordination, and data tracking activities. You will play a critical role in guiding individuals and families through informed decision-making, supporting compliance and operational excellence, and ensuring smooth transitions from initial inquiry through service initiation.

This position works collaboratively with internal teams, community stakeholders, CCS/Support Coordinators, DDA, DBHDS, families, and funding entities to ensure person-centered, compliant, and efficient enrollment and service coordination processes.

Responsibilities:

Intake, Outreach, and Enrollment:

• Serve as the initial point of contact for all phone, website, and referral inquiries using a welcoming, person-centered approach that promotes informed choice.
• Coordinate referral and assessment meetings with program leadership while ensuring conversations reflect the individual’s strengths, preferences, and desired outcomes.
• Guide individuals and families through enrollment and informed decision-making, including exploration of alternative supports and services.
• Assist with recruitment efforts for Makom programs aligned with program capacity and organizational priorities.
• Collaborate with Development on outreach and marketing initiatives.
• Maintain interest lists and track inquiry trends to support program development and planning.

ARD Process Management:

• Lead coordination and facilitation of the Admissions, Review, and Discharge (ARD) process, including ARD #1 and ARD #2.
• Ensure all admissions, re-admissions, transfers, and discharges follow structured and compliant workflows.
• Verify that all required approvals, documentation, and funding authorizations are completed prior to service initiation.
• Monitor ARD timelines, sequencing requirements, authorization deadlines, and documentation standards.
• Proactively identify and escalate barriers, delays, risks, or incomplete documentation impacting enrollment or service initiation.

Documentation and Admission Readiness:

• Coordinate collection and review of all required admission, clinical, and funding documentation prior to service initiation.
• Ensure documentation is accurate, complete, audit-ready, and uploaded into appropriate systems including iCM Outreach.
• Verify and monitor DDA eligibility, Medicaid status, and financial redetermination requirements.
• Identify and escalate risks related to loss of eligibility, missing documentation, over-resources, or lapses in Medicaid coverage.
• Ensure documentation practices meet all audit and compliance standards.

Eligibility, Funding, and Person-Centered Plan Alignment:

• Review LTSS/WAMS notification systems to support timely PCP/ISP authorization processes.
• Review PCP/ISP documentation to ensure alignment between assessed needs, authorized services, and person-centered outcomes.
• Apply knowledge of DDA and DBHDS systems to ensure eligibility, funding alignment, and authorization compliance prior to admission.
• Identify and escalate gaps between person-centered goals and proposed services.
• Ensure admissions reflect informed choice, least restrictive options, and HCBS compliance requirements.
• Collaborate with the Business Office, CCS/Support Coordinators, families, and stakeholders to ensure funding authorization and billing alignment prior to service initiation.
• Monitor and track financial eligibility risks and redetermination deadlines.

Data Tracking, Reporting, and Systems:

• Utilize iCare Manager and other systems to track, trend, and monitor enrollment, authorization, and person-centered planning activities.
• Develop and maintain tracking systems, ARD matrices, and operational monitoring tools.
• Track and analyze data throughout the admissions lifecycle from inquiry through service initiation.
• Generate routine and ad hoc reports to support leadership decision-making, compliance monitoring, and program planning.
• Identify trends, systemic barriers, service gaps, and compliance risks impacting service access and program capacity.
• Monitor completion and timeliness of PCPs/ISPs and other compliance-related requirements.
• Participate in internal audits and quality assurance activities while escalating identified risks related to health, safety, funding, or program capacity.

Community Outreach and Partnerships:

• Coordinate outreach activities with CCS/Support Coordinators, school systems, and community partners.
• Maintain active collaboration with DDA, DBHDS, and other community stakeholders.
• Research, create, and maintain community resource directories.
• Build relationships with residential, clinical, funding, and state entities.
• Represent Makom at provider fairs, school events, and community outreach opportunities.
• Educate referral sources, individuals, and families regarding Makom programs and services.

Discharge and Transition Support:

• Conduct review meetings with individuals prior to discharge from services.
• Coordinate follow-along activities post-discharge when appropriate.

Collaboration and Communication:

• Serve as a central point of coordination between internal departments, families, CCS/Support Coordinators, and stakeholders.
• Ensure communication regarding admissions, documentation, authorizations, and service initiation remains timely, clear, and well-documented.
• Collaborate closely with Programs, Human Resources, the Business Office, and leadership teams.

Qualifications:

• Bachelor’s degree in human services or a related field required.
• Strong knowledge of DDA eligibility, Medicaid, financial redetermination, and HCBS Final Rule requirements.
• Understanding of person-centered planning principles and service authorization processes.
• Experience analyzing data, identifying trends, and generating reports to support operational and compliance initiatives.
• Experience with iCare Manager or similar data systems preferred.
• Strong organizational skills with the ability to manage multiple complex processes simultaneously.
• Excellent communication, customer service, and stakeholder engagement skills.
• Proficiency with Microsoft Office applications and general computer skills.
• Ability to maintain professionalism and collaborative relationships with individuals, families, colleagues, and community partners.
• Valid driver’s license required.
• Ability to pass background and reference checks.

All positions are contingent on the following requirements:

• Flu Vaccine
• COVID-19 Vaccine
• Background Check and/or Fingerprinting/Registry Checks as required
• Drug Screen
• Valid MD, VA, or DC driver’s license required
• Health Exam/Certificate completed with TB screening

Our Culture:

We cultivate a culture rooted in care, growth, and shared success, striving to create an environment where everyone can thrive. Guided by our values of Excellence, Integrity, Inclusion, and Self-Determination, we invest in our team by providing opportunities for professional development, promoting well-being, supporting one another, and making a meaningful difference in the lives of the people we support.

We are inspired by a future where individuals with intellectual and/or developmental disabilities have the same options and opportunities for a well-lived life as all other members of the community. Together, we strive to create an environment where everyone feels included, valued, empowered, entrepreneurial, and inspired to succeed.

At Makom, we recognize that failure is part of how we learn. We commit to “failing forward,” always seeking opportunities to grow, improve, and flourish together. We can’t wait to see what you’ll achieve as part of the Makom team!

What We Offer:

• Competitive Pay: Competitive salary commensurate with experience and qualifications -$60,000 - $70,000
• Benefits: Comprehensive benefits package for eligible employees, including health insurance, paid time off, and holiday pay.
• Growth Opportunities: Professional development, training opportunities, and career advancement programs to support your success.
• Supportive Work Environment: Work alongside a passionate, mission-driven team committed to innovation and empowerment.

At Makom, you’ll have the opportunity to be part of a transformative mission while working in a community that values your individuality, expertise, and aspirations. Together, we create meaningful change.

Join Us:

If you are ready to bring your passion, skills, and dedication to an organization committed to making a difference, we invite you to apply and become part of the Makom family. Together, we’ll continue to innovate, empower, and inspire.

Commitment to EEO:

We offer excellent benefits to eligible employees and competitive wages within a workplace culture that celebrates diversity, equity, inclusion, and belonging. We are committed to providing equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other protected characteristic under applicable federal, state, or local laws.