Intake and Registration

Children's Institute•Los Angeles, CA

About The Position

The Intake and Registration Coordinator supports timely, accurate, and compassionate access to Behavioral and Community Health Services. As a first point of contact for individuals and families, the role manages referrals and administrative intake and registration, verifies insurance eligibility, and maintains accurate client records in accordance with legal, ethical, contractual, and agency standards. The coordinator provides a professional, discreet, culturally responsive, welcoming, and trauma-informed intake experience. The position works with clients, families, referral sources, clinical teams, program staff, supervisors, and leadership to coordinate intake workflows, support appropriate program placement, reduce delays in enrollment and service initiation, and improve the client experience. It has no supervisory responsibilities. Extensive travel of more than 50% of the time may be required, depending on business needs.

Requirements

Bachelor’s degree in child development, early childhood education, psychology, social work, or a related field; alternatively, at least four years of equivalent professional experience in medical or behavioral health intake and registration.
Six months of demonstrated experience in intake, registration, eligibility verification, and client access processes in a medical, behavioral health, or social services setting.
Bilingual in Spanish and English, with the ability to communicate effectively verbally and in writing.
Valid driver’s license and state-required auto insurance, or reliable transportation depending on business needs.
Ability to travel extensively, more than 50% of the time.
Ability to work flexibly and adapt effectively in a dynamic, fast-paced environment.
Ability to handle confidential information and adhere strictly to privacy requirements, including protecting the confidentiality, integrity, and availability of Protected Health Information and limiting its use and disclosure to authorized individuals and entities.
Ability to participate in, conduct, and sustain performance and quality improvement activities in accordance with assigned responsibilities.
Sensitivity to the cultural, linguistic, and socioeconomic characteristics of the populations served.
Reliable, punctual, and dependable attendance.
Ability to manage multiple tasks, prioritize competing demands, and work efficiently in a fast-paced environment.
Excellent verbal and written communication skills and strong interpersonal skills for engaging with diverse clients, families, and interdisciplinary teams.
Proficiency with computer systems, electronic health records, and data management platforms; working knowledge of programs in a Windows environment and database software.
Empathy, patience, and professionalism when working with individuals and families experiencing stress or crisis.
Working knowledge of medical or behavioral health terminology, insurance processes, and healthcare enrollment and authorization procedures.

Nice To Haves

Knowledge of Medi-Cal, Managed Care Plans, and behavioral health service authorization and enrollment processes.

Responsibilities

Serve as the first point of contact for clients and families seeking services and provide a welcoming, trauma-informed, culturally responsive intake experience.
Conduct initial intake and registration, including collecting demographic, consent, and eligibility documentation in accordance with agency, county, and payer requirements.
Verify insurance coverage, Medi-Cal eligibility, and funding sources; identify and communicate potential barriers to enrollment or service access.
Enter, update, and maintain client information in the electronic health record and related tracking systems, ensuring data integrity and timeliness.
Coordinate intake workflows with clinical teams, program staff, and supervisors to support timely service linkage and appropriate program placement.
Screen referrals for completeness and eligibility, follow established protocols, and escalate complex cases as needed.
Communicate with clients, families, and referral sources about intake status, next steps, and required documentation.
Monitor intake caseloads, track pending registrations, and follow up to reduce delays in enrollment and service initiation.
Maintain confidentiality and comply with HIPAA, DMH, Medi-Cal, Managed Care Plan requirements, and other applicable regulatory standards.
Support quality assurance by identifying data discrepancies, process gaps, and system issues affecting intake efficiency.
Collaborate with leadership and program staff to improve intake processes and the client experience.
Participate in trainings, meetings, and cross-functional initiatives related to access, engagement, and workflow optimization.
Perform other related duties and special projects as assigned to support program operations and organizational goals.

Benefits

Generous paid PTO, 10 paid holidays, and company closure between Christmas and New Year.
Medical, dental, and vision insurance for eligible employees and qualified dependents.
403(b) retirement plan with employer contribution for eligible employees.
Up to $4,500 in tuition reimbursement per calendar year.
Eligibility for the Public Service Loan Forgiveness program.
Flexible Spending Account (FSA) and Health Savings Account (HSA).
Employer-paid life and AD&D insurance.
Voluntary supplemental insurance.
Opportunity for growth and advancement.
Professional development and continued training.
Company-sponsored team-building and bonding events and activities.