Early Intervention Intake & Data Coordinator

amazing kids; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

The Children’s Institute of Pittsburgh is seeking an Early Intervention Administrative Assistant to join our on-site team in Pittsburgh, PA. This role supports client referrals, records, and program operations, ensuring accurate data handling and professional communication.

You will coordinate intake, welcome packets, and coordination with therapists, families, and counties, while maintaining compliance with agency standards and safeguarding patient information.

Qualifications

• High school diploma or equivalent.
• Proficiency with Microsoft Office, Windows 10, billing or scheduling software.
• Strong verbal, written and interpersonal communication skills.
• Excellent organizational skills.
• Previous Early Intervention experience preferred, but not required.
• Ability to work independently.
• Clearances: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance.

Responsibilities

• Manage and track session notes, including printing, data entry, quality review, correction follow-up, reconciliation with scheduled appointments, and submission to external partners.
• Process and coordinate new client referrals, including therapist assignments, client record creation, demographic documentation, tracking, and communication with therapists and program leadership.
• Maintain accurate electronic and paper client records, ensuring compliance with agency and regulatory requirements.
• Coordinate prescription and prescription renewal processes, including obtaining family consent, contacting physician offices, tracking requests, documenting receipt, and notifying therapists.
• Serve as a primary point of contact for incoming phone calls, messages, staff, families, and community partners, ensuring timely and professional communication.
• Greet and assist Early Intervention staff, providing ongoing administrative support and acting as a departmental resource.
• Process intake and welcome packet documentation, monitor completion status, track missing paperwork, and maintain audit records.
• Monitor, prepare, and replenish welcome, follow-up, and discharge packets to support program operations.
• Perform additional administrative, operational, and program support duties as assigned to ensure efficient department operations.

Skills

Communication skills

Organizational skills

Independent work

Microsoft Office

Windows 10

Billing/Scheduling software

Education

High school diploma or equivalent

Tools

Microsoft Office

Windows 10

Billing software

Scheduling software

Job description

The Children’s Institute of Pittsburgh is seeking an Early Intervention Administrative Assistant to join our on-site team in Pittsburgh, PA. This role supports client referrals, records, and program operations, ensuring accurate data handling and professional communication.

You will coordinate intake, welcome packets, and coordination with therapists, families, and counties, while maintaining compliance with agency standards and safeguarding patient information.