Preadmission Screening and Review (PASRR) Intake and Eligibility Coordinator

WORKSITE LOCATION: Gulf Bend Regional Plaza, 6502 Nursery Drive, Suite 100, Victoria TX 77904

PAY RANGE: $18.47 - $20.32    EEOC CODE: Professional    FLSA STATUS: Non-Exempt 

SHIFTFulltime; Monday thru Friday, 8:00am - 5:00pm, with some variation to meet job requirements and customer needs; May require some evening, weekend and/or holiday coverage



EDUCATION AND EXPERIENCE REQUIRED:  Qualified Mental Health Professional-Community Services (QMHP-CS)/Qualified Intellectual Disabilities Professional (QIDP) - A staff member who is credentialed as a QMHP-CS/QIDP who has demonstrated and documented competency in the work to be performed and: 

  • has a bachelor's degree from an accredited college or university with a minimum number of hours that is equivalent to a major in psychology, social work, medicine, nursing, rehabilitation, counseling, sociology, human growth and development, physician assistant, gerontology, special education, educational psychology, early childhood education or early childhood intervention
  • or is a registered nurse, LCSW, LPC, LMFT, Licensed Psychologist, APRN or Physician. 
  • has at least one year of experience working directly with individuals with intellectual or other developmental disabilities.

Preferred: LMHA/LBHA, LIDDA or Nursing Facility experience; Spanish-speaking

DEGREE AND/OR CERTIFICATION REQUIRED:  Bachelor's degree from an accredited college or university with a minimum number of hours that is equivalent to a major in psychology, social work, medicine, nursing, rehabilitation, counseling, sociology, human growth and development, physician assistant, gerontology, special education, educational psychology, early childhood education or early childhood intervention; or, is a registered nurse or LPHA

JOB PURPOSE:  Preadmission Screening and Review (PASRR) is a federally mandated program.  PASRR Intake and Eligibility Coordinator position will ensure that any individual seeking admission into a Medicaid-certified nursing facility or currently residing in such a facility is screened and evaluated for mental illness, intellectual disability, and developmental disabilities.  Purpose of the evaluation is to determine whether an individual identified as having mental illness, intellectual disability or developmental disability needs specialized services. This position requires the understanding of all PASRR admission types, including Preadmission, Exempted Hospital Discharge and Expedited Admission Process. Must meet multiple deadlines and reporting requirements. PASRR evaluations will be conducted in the nursing facility setting and/or via televideo options as appropriate. Requires travel within the 7 counties.  May perform other work duties as assigned by Manager of IDD Services. Work is performed under the general supervision of the PASRR Team Lead with considerable latitude for the exercise of discretion and independent judgment.


PASRR Intake and Eligibility Coordinator must have working knowledge of Intellectual and Developmental Disabilities, as well as an understanding of the nature of serious mental illnesses and related treatment modalities, interventions, and techniques. Knowledge of common referring entities (RE) for nursing facility (NF) admission. Must be knowledgeable of eligibility requirements for PASRR services and supports to include an understanding of functional limitations, inpatient psychiatric treatment, disruption to normal living situations, intervention by law enforcement, protective agencies, housing officials and/or crisis team. PASRR Intake and Eligibility Coordinator must have a basic understanding of medical terms, medical necessity, and familiarity of prescription drugs. Knowledge of consumer rights, local community resources and service delivery systems. Duties include but are not limited to the following:

1.  Manage the LTC Online Portal for TMHP PASRR Evaluation Alerts

2.  Manage PASRR Fax Line for Pre-admissions

3.  Reference the Client Assignment and Registration (CARE) System to determine if individual has been served by another LIDDA/LMHA/LBHA; investigate and search all applicable service records through online databases

4.  Register customers in Electronic Health Record

5.  Request medical records, diagnostic records, school records, and all other relevant records from NF, RE, Hospital, previous LIDDA/LMHA/LBHA, etc. required to complete eligibility determination

6.  Enter DSM5/ICD10 Diagnosis Codes in Electronic Health Record

7.  Obtain consents for release of confidential information for additional information, as needed, from collateral contacts.

8.  Complete a PASRR Level I (PL1) Screening Form to identify people who are suspected of having MI, ID or DD for all Pre-Admission Types.

9.  Complete a PASRR Evaluation (PE) within required timeframes to confirm PASRR eligibility through document review and interviews. Determine if the person has an MI, ID or DD diagnosis and, if so: 

§   assess the person's need for care in an NF (medical necessity);

§   assess the person's need for specialized services; and 

§   identify alternate placement options. 

10.  Adequately completes the PE when unable to confirm suspected diagnosis of ID or DD by referring a person to be assessed to determine eligibility (DID).

  1. Completes Community Living Options (CLO) Form 1054 for any PASRR Positive ID or DD person; ensure the assigned Habilitation Coordinator (HC) receives a copy of the completed CLO; enter CLO results in CARE screen
  2. Completes PASRR Evaluation Summary Report, Form 1014 for a positive PE
  3. Completes a Negative PE Letter Form 2360, to include Fair Hearing Request form, for all negative PEs and mail it to the individual.
  4. Completes UR for HC/QMHP-CS assignment for all positive PEs
  5. Completes all required GBC intake forms, financial assessments, and explanation of rights.
  6. Attends all initial IDT/SPT Meetings to review the results of the person's CLO and discuss which of the PE's recommended specialized services the person/LAR wants to receive.
  7. Maintains all client documentation in the electronic record and write progress notes that are adhering to requirement set by the Texas Administrative Code. All service delivery notes entered within 2 business days.
  8. Maintains records in accordance with regulatory/agency standards. Enters data in a clear, accurate, and timely manner. Also, promptly submits documentation needed for the tracking of output/outcome measures. May be asked to assist in record review or qualitative review processes.

19.  Participates in integrated care planning and care coordination activities as directed to improve and enhance service continuity and effectiveness for consumers.

  1. Participate in staff meetings, monthly training, company programs, and professional development training as required.

21.  Meets regularly with the immediate supervisor as a means of enhancing professional growth, reviewing and processing the provision of PASRR eligibility, and dealing with appropriate administrative issues.

22.  Performs other duties as assigned by the supervisor which are consistent with the position and in compliance with agency policies and procedures.

23.  Uses a trauma informed care approach when providing services and working with others.

·  Understands the Three E's of trauma-informed care.

·  Understands the Four R's of trauma-informed care.

·  Understands the six key principles of trauma-informed care.


General Competencies:

Ability to analyze complex situations, ability to meet deadlines and goals, knowledge of state contracts and guidelines, organized, strong time management, detailed oriented, passionate about providing quality customer service, and ability to link customers to resources within Gulf Bend Center and the surrounding counties.

1.  Critical Evaluation

2.  Communication

3.  Consultation

4.  Thoroughness/Attention to Detail

5.  Time Management

6.  Excellent interpersonal skills

7.  Able to exhibit a high level of confidentiality

8.  Excellent organizational skills

9.  Must be able to identify and resolve problems in a timely manner

10.  Must be able to gather and analyze information skillfully

11.  Ethical Conduct


A trauma-informed approach to care "realizes the widespread impact of trauma and understands potential paths for recovery; recognizes the signs and symptoms of trauma in clients, families, staff, and others involved in the system; and responds by fully integrating knowledge about trauma into policies, procedures, and practices, and seeks to actively resist re-traumatization." The six key principles of a trauma-informed approach include: safety; trustworthiness and transparency; peer support; collaboration and mutuality; empowerment, voice and choice; and cultural, historical and gender issues (Substance Abuse and Mental Health Services Administration [2014]).

·  The Three E's of Trauma:  Events, Experiences, and Effects.

·  The Four R's:  Key Assumptions in a Trauma Informed Approach - Realization, Recognize, Respond, Resist Re-traumatization.

EQUIPMENT, TOOLS AND MATERIALS:  Computer, telephone, calculator, fax machine, and copy machine are used in performance of essential job duties.  Various forms of paperwork are handled in performance of essential job duties.

PHYSICAL REQUIREMENTS and ENVIORNMENTAL CHECKLIST:  Abilities required to perform the essential and marginal tasks of this job:  Walking, operating office equipment, standing, operating motor vehicle, light lifting (under 15 lbs), sitting, ability to see, identify colors, light carrying (under 15 lbs), hearing (with aid), straight pulling, ability to write, ability to count, ability to read, simple grasping, ability to tell time.

Work site and environmental conditions that apply to this job:  Travel by car 50% of time, outside, inside, working closely with others, working alone.



1.  Interacts with employees' contractors, consumers, community, family members, referral sources, governmental sponsoring and funding entities, program auditors, advocacy groups, and the media.

2.  Ability to communicate effectively, both verbally and in writing.

3.  Work behavior must be compatible with Center value statement and Policies and Procedures contributing to an environment of problem solving, building trust, conflict resolution, and customer service. Ability to perform tasks effectively and efficiently.

4.  Ability to plan and schedule work and implement directives without constant supervision.

5.  Ability to present a professional appearance and conduct when representing the Center.

6.  Ability to work cooperatively and productively with supervisor, individuals, co-workers, and groups of persons at all levels of activity, contributing to a strong spirit of teamwork.

7.  Ability to establish and maintain effective working relationships with staff, other agencies and the general public using tact, courtesy and good judgment.


  1. Current State of Texas Driver License or if you live in another state, must be currently licensed in that state. Liability insurance required. 
  2. Must be insurable by Center's liability carrier if employee operates a Center vehicle or drives personal car on Center business.
  3. Good driving record as defined by Gulf Bend Center.
  4. Must complete PASRR required trainings through Texas Health and Human Services Learning Portal
  5. Must complete all CORE training requirements prior to the due date.
  6. Must have computer experience to include: Microsoft Word, Excel, and Outlook.  Must have good organizational skills to achieve multiple deadlines.  Ability to type 40 wpm.
  7. Must maintain regular attendance and reliability which is critical to business operations.  This is a fulltime position.  Days and hours of work are Monday through Friday, 8:00am to 5:00pm or agreed upon hours 100% of the time, to ensure consistency and completeness of program's processes.  Evening, weekend, or holiday work may be required as job duties demand.

AAP/EEO Statement

Gulf Bend Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identify or expression, or any other characteristic protected by federal, state, or local laws.

This policy applied to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.