Intake & Registration Supervisor

Children's Institute•Los Angeles, CA

About The Position

The Intake and Registration Supervisor in Behavioral and Community health manages client intake, staff supervision, and program operations, requiring strong EHR proficiency, and leadership to ensure quality care, compliance, and efficient access to services, coordinating teams and overseeing documentation for behavioral and community health programs. DUTIES SUMMARY The Intake and Registration Supervisor in Behavioral and Community health manages client intake, staff supervision, and program operations, requiring strong EHR proficiency, and leadership to ensure quality care, compliance, and efficient access to services, coordinating teams and overseeing documentation for behavioral and community health programs. 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. Staff supervision and development: Trains, supervises, coaches, and evaluates Intake and Registration Coordinators to ensure consistent, high-quality performance aligned with Behavioral and Community Health program standards. Operational oversight: Plans, assigns, and reviews intake and registration workflows; ensures adequate staffing coverage; and monitors operational quality to support timely and equitable client access to services. Quality assurance and data integrity: Establishes, monitors, and enforces quality assurance standards related to intake, registration, documentation, and data entry; routinely reviews records to ensure accuracy, completeness, and compliance. Reporting, dashboards, and tracking: Develops, maintains, and analyzes intake-related reports, dashboards, and tracking tools to monitor access, volume, timeliness, outcomes, and compliance metrics. Compliance and regulatory adherence: Ensure intake and registration operations comply with applicable Behavioral and Community Health requirements, including HIPAA, DMH, Medi-Cal, Managed Care Plan standards, and agency policies and procedures. Access and engagement: Identifies and addresses barriers to service access; implement process improvements to enhance client engagement and streamline entry into Behavioral and Community Health programs. Cross-functional coordination: Collaborates with program leadership, quality, compliance, IT, and administrative teams to align intake capacity, reporting requirements, and operational priorities. Performance improvement: Participates in and leads continuous quality improvement initiatives, audits, and reviews related to intake operations, data quality, and client experience, in collaboration with Quality Assurance. Problem solving and escalation: Provides guidance on complex intake, eligibility, or system-related issues and escalates concerns appropriately to leadership. ADDITIONAL DUTIES Maintains a high level of knowledge related to HIPAA and applicable privacy laws and regulations, access to care standards, eligibility and claiming processes, contract requirements, and documentation and billing practices through ongoing review of policies, participation in trainings, seminars, and other professional development activities. Stays informed of changes in Behavioral and Community Health regulations, payer requirements, and agency policies impacting intake, registration, access, and reporting functions. Performs other duties and special projects as assigned to support program operations, compliance, and continuous quality improvement.

Requirements

Bachelor’s degree in child development, early childhood education, psychology, social work, or a related field required; or a minimum of five (5) years of equivalent professional experience in medical or behavioral health intake and registration.
3-4 years of experience in program operations, quality assurance, billing, service access, intake, registration, or referral navigation within a healthcare, behavioral health, or community health setting.
2-3 years of managerial and/or supervisory experience.
Valid driver's license and state-required auto insurance or reliable access to transportation depending on business needs.
Required to travel extensively (>50% of the time).
Bilingual in Spanish and English required, with the ability to communicate effectively with clients, families, staff, and external partners.
Ability to work independently with minimal supervision while managing multiple priorities and deadlines.
Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.
Maintains patient privacy by protecting the confidentiality, integrity, and availability of Protected Health Information (PHI), and limiting use and disclosure of PHI to authorized individuals and entities.
Actively 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.
Excellent verbal and written communication skills.
Reliable, punctual, and dependable attendance.
Free from alcohol and drug abuse in accordance with organizational policy.
Demonstrates understanding of Children’s Institute’s mission, values, and service philosophy and actively supports their implementation.
Advanced proficiency with computer applications in a Windows-based environment, including Microsoft Word, Excel, and email platforms.
Experience using database, spreadsheet, word processing, and presentation software.
Proficiency with electronic health record (EHR) systems and related data and reporting platforms.
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

Responsibilities

Staff supervision and development: Trains, supervises, coaches, and evaluates Intake and Registration Coordinators to ensure consistent, high-quality performance aligned with Behavioral and Community Health program standards.
Operational oversight: Plans, assigns, and reviews intake and registration workflows; ensures adequate staffing coverage; and monitors operational quality to support timely and equitable client access to services.
Quality assurance and data integrity: Establishes, monitors, and enforces quality assurance standards related to intake, registration, documentation, and data entry; routinely reviews records to ensure accuracy, completeness, and compliance.
Reporting, dashboards, and tracking: Develops, maintains, and analyzes intake-related reports, dashboards, and tracking tools to monitor access, volume, timeliness, outcomes, and compliance metrics.
Compliance and regulatory adherence: Ensure intake and registration operations comply with applicable Behavioral and Community Health requirements, including HIPAA, DMH, Medi-Cal, Managed Care Plan standards, and agency policies and procedures.
Access and engagement: Identifies and addresses barriers to service access; implement process improvements to enhance client engagement and streamline entry into Behavioral and Community Health programs.
Cross-functional coordination: Collaborates with program leadership, quality, compliance, IT, and administrative teams to align intake capacity, reporting requirements, and operational priorities.
Performance improvement: Participates in and leads continuous quality improvement initiatives, audits, and reviews related to intake operations, data quality, and client experience, in collaboration with Quality Assurance.
Problem solving and escalation: Provides guidance on complex intake, eligibility, or system-related issues and escalates concerns appropriately to leadership.
Maintains a high level of knowledge related to HIPAA and applicable privacy laws and regulations, access to care standards, eligibility and claiming processes, contract requirements, and documentation and billing practices through ongoing review of policies, participation in trainings, seminars, and other professional development activities.
Stays informed of changes in Behavioral and Community Health regulations, payer requirements, and agency policies impacting intake, registration, access, and reporting functions.
Performs other duties and special projects as assigned to support program operations, compliance, and continuous quality improvement.
Provides overall direction, coordination, and evaluation of Intake and Registration Coordinators.
Carries out supervisory responsibilities in accordance with organizational policies, procedures, and applicable local, state, and federal laws.
Responsibilities include interviewing, hiring, onboarding, training, coaching, and developing staff; planning, assigning, and directing work; monitoring performance; providing feedback; completing performance evaluations; and implementing corrective or disciplinary actions as needed.
Addresses employee concerns, complaints, and performance issues in a timely and professional manner, supporting staff accountability and engagement.
Ensures accuracy, completeness, and timeliness of all internal and external intake-related reports and data submissions.

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