Intake & Registration Coordinator

* 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.
* 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.
* Knowledge of Medi-Cal, Managed Care Plans, and behavioral health service authorization and enrollment processes preferred.
* 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.
* Database software
* 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
* Influenza immunization or declination
* COVID-19, MMR and Tdap immunizations
* Education verification
* Reference…