Intake and Registration

Children; Los Angeles (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

Children in Los Angeles seeks an Intake and Registration Coordinator to serve as the first contact, ensuring a welcoming, trauma-informed intake experience while handling referrals, eligibility, and insurance verification.

You will maintain accurate client records in the EHR, coordinate with clinical teams, monitor caseloads, and uphold HIPAA/privacy standards. A Bachelor's degree or equivalent experience and travel availability are required.

Qualifications

• Bachelor's degree in related field or 4+ years of equivalent professional intake experience.
• 6 months of intake, registration, eligibility verification, and client access experience in medical/behavioral health.
• Knowledge of Medi-Cal, Managed Care Plans, and enrollment processes preferred.

Responsibilities

• Serves as the first point of contact, providing a welcoming, trauma-informed intake experience.
• Conducts initial intake and registration, collecting demographic, consent, and eligibility docs.
• Verifies insurance coverage, Medi-Cal eligibility, and funding sources; communicates barriers.
• Enters and maintains client information in the EHR with data accuracy.
• Coordinates intake workflows with clinical teams to support timely service linkage.
• Screens referrals for completeness and eligibility per protocols; escalates complex cases.

Skills

Trauma-informed approach

Cultural responsiveness

Strong communication skills

Professionalism

Discretion

Education

Bachelor's degree in child development, early childhood education, psychology, social work, or related field

Tools

Electronic Health Record (EHR) familiarity

Job description

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

• 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.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

EDUCATION & EXPERIENCE

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.

OTHER QUALIFICATIONS

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 authorized individuals and entities.

Participates in, conducts, and sustains performance and quality improvement activities in accordance with assigned role and responsibilities.

Demonstr