Intake Coordinator/Receptionist

Preventive Measures•Bethlehem, PA

12d

About The Position

The Intake Coordinator/Receptionist specializing in Memory & Behavioral Care serves as the first point of contact for residents, families, visitors, and referral sources. This role coordinates admissions inquiries, collects essential intake information, supports families navigating dementia or behavioral-health needs, and manages front-desk duties. The position requires exceptional communication skills, empathy, professionalism, and an understanding of memory-care and behavioral-care environments.

Requirements

High school diploma or equivalent required; additional coursework in healthcare, social services, or administration preferred.
Experience in memory care, behavioral health, assisted living, or healthcare reception strongly preferred.
Compassionate and patient communication style suitable for interacting with individuals with dementia.
Strong organizational, multitasking, and problem-solving skills.
Ability to remain calm, professional, and supportive during high-stress or emotional situations.
Proficiency in phone systems, EMR/EHR platforms, scheduling software, and Microsoft Office.
Understanding of HIPAA and confidentiality standards.

Responsibilities

Respond promptly and professionally to phone calls, emails, walk-ins, and referral inquiries.
Provide information on services, care levels, and programs tailored to memory and behavioral-care needs.
Conduct preliminary screenings and gather intake details including medical, behavioral, and demographic information.
Schedule tours, assessments, and admissions appointments.
Prepare and distribute admissions paperwork; assist families in completing required forms.
Coordinate with nursing, social services, and administrative teams to ensure smooth transitions for new residents.
Greet residents, families, staff, and visitors in a warm, professional, and calming manner.
Manage visitor logs, check-ins, and compliance with memory-care security protocols (e.g., preventing unsafe exits).
Answer and route calls accurately while maintaining confidentiality.
Handle incoming/outgoing mail, packages, and general administrative tasks.
Maintain an organized, welcoming reception area that supports a low-stimulation, memory-friendly atmosphere.
Communicate using dementia-friendly principles such as validation, patience, and clear, simple explanations.
Recognize signs of distress, anxiety, agitation, or confusion in residents and alert care staff when necessary.
Support families who may be coping with emotional and behavioral challenges associated with memory disorders.
Follow safety protocols for wandering prevention, secure entry/exit management, and crisis response.
Promote a calm environment and adjust communication style to support residents’ cognitive abilities.
Assist with filing, scanning, and maintaining accurate intake, admission, and resident records.
Keep brochures, intake packets, and marketing materials updated and readily available.
Update census boards, schedules, and appointment calendars as directed.
Provide clerical support to the administrator, nursing team, and other departments.
Assist the admissions team in communicating updates to families, referral partners, and internal staff.
Ensure information is communicated clearly, compassionately, and professionally.
Participate in meetings related to admissions, resident transitions, and memory-care service coordination.