Intake & Registration Coordinator

Children's Institute•Los Angeles, CA

3d•$27 - $32

About The Position

The Intake and Registration Coordinator plays a critical role in ensuring timely, accurate, and compassionate access to Behavioral and Community Health Services. This position is responsible for managing referrals, processing administrative intake and registration, verifying insurance eligibility, and maintaining accurate client records in compliance with all legal, ethical, contractual, and agency standards. As the first point of contact for individuals and families seeking services, the Intake and Registration Coordinator must demonstrate professionalism, discretion, cultural responsiveness, and strong communication skills while supporting a seamless and welcoming intake experience. DUTIES SUMMARY The Intake and Registration Coordinator plays a critical role in ensuring timely, accurate, and compassionate access to Behavioral and Community Health Services. This position is responsible for managing referrals, processing administrative intake and registration, verifying insurance eligibility, and maintaining accurate client records in compliance with all legal, ethical, contractual, and agency standards. As the first point of contact for individuals and families seeking services, the Intake and Registration Coordinator must demonstrate professionalism, discretion, cultural responsiveness, and strong communication skills while supporting a seamless and welcoming intake experience. ESSENTIAL DUTIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Serves as the first point of contact for clients and families seeking services, providing a welcoming, trauma-informed, and culturally responsive intake experience. Conducts initial intake and registration processes, including collecting demographic, consent, and eligibility documentation in accordance with agency, county, and payer requirements. Verifies insurance coverage, Medi-Cal eligibility, and funding sources; identifies and communicates potential barriers to enrollment or service access. Accurately enters, updates, and maintains client information in the electronic health record (EHR) and related tracking systems, ensuring data integrity and timeliness. Coordinates intake workflows with clinical teams, program staff, and supervisors to support timely service linkage and appropriate program placement. Screens referrals for completeness and eligibility, following established protocols and escalating complex cases as needed. Communicates clearly with clients, families, and referral sources regarding intake status, next steps, and required documentation. Monitors intake caseloads, tracks pending registrations, and follows up to reduce delays in enrollment and service initiation. Maintains confidentiality and complies with HIPAA, DMH, Medi-Cal, Managed Care Plan requirements, and other applicable regulatory standards at all times. Supports quality assurance efforts by identifying data discrepancies, process gaps, or system issues impacting intake efficiency. Collaborates with leadership and program staff to improve intake processes and enhance the overall client experience. Participates in trainings, meetings, and cross-functional initiatives related to access, engagement, and workflow optimization. Performs other related duties as assigned to support program operations and organizational goals. ADDITIONAL DUTIES Other duties and special projects as assigned.

Requirements

Bachelor’s degree in child development, early childhood education, psychology, social work, or a related field required; or a minimum of four (4) years of equivalent professional experience in medical or behavioral health intake and registration.
6 months of demonstrated experience in intake, registration, eligibility verification, and client access processes within a medical, behavioral health, or social services setting.
Possesses a 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.
Demonstrated ability to handle confidential information and maintain strict adherence to privacy requirements.
Maintains client privacy, including protecting the confidentiality, integrity, and availability of Protected Health Information (PHI), and limiting the use and disclosure of PHI to authorize individuals and entities.
Participates in, conducts, and sustains performance and quality improvement activities in accordance with assigned role and responsibilities.
Demonstrated sensitivity to the cultural, linguistic, and socioeconomic characteristics of the populations served.
Reliable, punctual, and dependable attendance.
Bilingual in Spanish and English required, with the ability to communicate effectively with clients, families, and staff verbally and in writing.
Ability to manage multiple tasks simultaneously, prioritize competing demands, and work efficiently in a fast-paced environment.
Excellent verbal and written communication skills.
Strong interpersonal skills, with the ability to engage effectively with diverse clients, families, and interdisciplinary teams.
Proficiency with computer systems, electronic health records (EHR), and data management platforms.
Demonstrated empathy, patience, and professionalism when working with individuals and families experiencing stress or crisis.
Working knowledge of medical/behavioral health terminology, insurance processes, and healthcare enrollment and authorization procedures.
Must have working knowledge of programs in a Windows environment.
New Hire Orientation
AB-1343: Sexual Harassment Prevention training
Mandated Reporter
Mandated Reporter Supplemental
HIPAA training
Fraud, Waste and Abuse
Influenza immunization or declination
COVID-19, MMR and Tdap immunizations
Education verification
Reference check
Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services
Drug and alcohol screening
Tuberculosis screening

Nice To Haves

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

Responsibilities

Serves as the first point of contact for clients and families seeking services, providing a welcoming, trauma-informed, and culturally responsive intake experience.
Conducts initial intake and registration processes, including collecting demographic, consent, and eligibility documentation in accordance with agency, county, and payer requirements.
Verifies insurance coverage, Medi-Cal eligibility, and funding sources; identifies and communicates potential barriers to enrollment or service access.
Accurately enters, updates, and maintains client information in the electronic health record (EHR) and related tracking systems, ensuring data integrity and timeliness.
Coordinates intake workflows with clinical teams, program staff, and supervisors to support timely service linkage and appropriate program placement.
Screens referrals for completeness and eligibility, following established protocols and escalating complex cases as needed.
Communicates clearly with clients, families, and referral sources regarding intake status, next steps, and required documentation.
Monitors intake caseloads, tracks pending registrations, and follows up to reduce delays in enrollment and service initiation.
Maintains confidentiality and complies with HIPAA, DMH, Medi-Cal, Managed Care Plan requirements, and other applicable regulatory standards at all times.
Supports quality assurance efforts by identifying data discrepancies, process gaps, or system issues impacting intake efficiency.
Collaborates with leadership and program staff to improve intake processes and enhance the overall client experience.
Participates in trainings, meetings, and cross-functional initiatives related to access, engagement, and workflow optimization.
Performs other related duties as assigned to support program operations and organizational goals.

Benefits

Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
403b Retirement Plan with employer contribution for eligible employees
Up to $4,500 in tuition reimbursement per calendar year
Eligible for the Public Service Loan Forgiveness program
Flexible Spending Account (FSA) & Health Savings Account (HSA)
Employer paid Life and AD&D Insurance
Voluntary Supplemental Insurance
Opportunity for growth & advancement
Professional development & continued training
Team building & bonding through company sponsored events & activities