Pediatric Intake Coordinator

Position Summary:

The Intake Coordinator plays a key administrative role in managing client appointments, verifying insurance and documentation, and supporting smooth client onboarding and staff coordination. This position ensures effective communication between clients, caregivers, and medical staff while maintaining compliance with internal protocols and regulatory requirements. The Intake Coordinator must be courteous, organized, and responsive to client and staff needs.

Key Responsibilities:

Client Intake & Scheduling

• Schedule, reschedule, and cancel client appointments as needed.

• Conduct intake and follow-up for referrals, verifying necessary authorizations and paperwork.

• Communicate with clients regarding appointments, services, and procedures.

• Collect and verify required documentation, including insurance details and certifications.

• Verify client demographic and insurance information and notify of uncovered fees when applicable.

Administrative & Compliance Support

• Confirm staff schedules and visits for payroll and billing accuracy.

• Conduct background checks, license verifications, and reference checks for incoming employees.

• Ensure required paperwork (e.g., DSCC CANTS background checks) is submitted to relevant agencies such as DCFS.

• Maintain accurate and confidential client and employee records.

Communication & Coordination

• Answer phone calls professionally, address client inquiries, and take detailed messages as needed.

• Support Nursing Supervisors with administrative tasks related to assigned clients.

• File documents, manage supply inventory, and provide general clerical support as needed.

Additional Duties

• Assist in resolving scheduling conflicts and maintaining consistent communication with clients and referring physicians.

• Perform other job-related duties as assigned by supervisors or management.

Requirements:

• High school diploma or GED required.

• Bilingual Spanish (Speaking, Read & Write)

• Experience in a healthcare or medical office setting preferred.

• Working knowledge of medical terminology and insurance plans.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

• Strong communication and telephone etiquette skills.

• Excellent organizational and documentation abilities.

• Ability to multitask and work in a fast-paced environment with accuracy.