Intake & Family Connections Associate ▸

Kidscenterky; Louisville (KY); On-site; USD 55,000 - 63,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Optional dental and vision insurance

401K annual contribution

Job summary

Kidscenterky in Louisville, Kentucky, seeks an Intake & Family Connections Associate to oversee intake and scheduling for new families. This role involves guiding families through the intake process, supervising the scheduling team, and ensuring a positive onboarding experience.

Candidates should possess strong interpersonal and organizational skills, have proficiency in Microsoft 365, and be comfortable in a fast-paced environment. Full-time, benefit-eligible position with a salary range of $55,000 to $63,000 based on experience.

Qualifications

• Strong interpersonal skills with ability to navigate difficult family situations.
• Organizational skills for managing tasks and timelines.
• Excellent verbal and written communication skills.

Responsibilities

• Oversee intake and scheduling processes.
• Guide families through the intake experience.
• Supervise the scheduling team.

Skills

Interpersonal skills

Organizational skills

Communication skills

Attention to detail

Team collaboration

Microsoft 365 proficiency

Education

Associate or bachelor’s degree in healthcare administration or related field

Tools

EMR systems (e.g., Prompt, Epic)

Job description

Kids Center for Pediatric Therapies empowers children with physical, behavioral, and intellectual challenges to reach their full potential through comprehensive and integrated medical therapies, regardless of a family’s capacity to afford the full cost of care. Our transformative care inspires our children and their families to build confidence, encourage joy, and live with hope for the future.

Kids Center is a multi-disciplinary non-profit outpatient therapy center for children up to 21 years of age who experience developmental disabilities or delays. More than 1,000 kids receive care annually at Kids Center, and we deliver more than 700 visits per week. Kids Center has a team of 60, including direct service providers, administration, marketing/development, and leadership.

The Opportunity

The Intake & Family Connections Associate oversees intake and scheduling at Kids Center and serves as a primary point of contact for new and prospective families, guiding them through the intake process and connecting them to appropriate services, resources, and clinics. This position supervises the scheduling team and works collaboratively with administrative support staff, clinical team leads, social work, and referral partners to support timely access to care and resources and ensures a positive and supportive onboarding experience for every child entering services.

Key Responsibilities

Intake Coordination & Family Engagement

• Supervise the Scheduling Team/Scheduling Coordinator
• Oversee new patient inquiry processes and procedures for how Kids Center guides families through the intake process, including completion of intake paperwork, proper referral and diagnosis code(s) through initial evaluation and ongoing services.
• Oversee management and execution of our waitlist function for all services and clinics and efficient scheduling team workflows
• Facilitate Family Connection Center referrals working in close partnership with social work at Kids Center

Documentation & Electronic Medical Records Management

• Oversee the input and accuracy of patient data within the EMR system (Prompt) and other systems/tools utilized as part of intake. This includes medical records from external systems (e.g., Epic) as needed to support evaluations and the clinical team
• Oversee the develop of patient histories for clinical teams, including specialty clinics (e.g., spasticity, feeding) ahead of initial evaluations
• Assist leadership with reporting needs related to intake volume, status, and timelines

Additional Administrative Responsibilities & Clinic Support

• Support front desk or administrative functions as needed
• Participate in continuous process improvement evaluation to streamline intake workflows and enhance family experiences
• Generate and distribute communications related to individual patient attendance and model of care adjustments when needed
• Perform other duties as assigned by supervisor

Position Qualifications

Required Qualifications

• Strong interpersonal skills with the ability to navigate emotionally heightened situations with families in crisis
• Strong organizational skills with the ability to manage multiple tasks and timelines
• Excellent verbal and written communication skills, with a family-centered and service-oriented approach
• Attention to detail and commitment to accuracy in data entry and documentation
• Ability to work collaboratively across teams in a fast-paced environment
• Proficiency in Microsoft 365 (Word, Excel, Outlook, SharePoint)

Preferred Qualifications

• Associate or bachelor’s degree in healthcare administration, social work, or related field
• Experience in healthcare, pediatric services, or nonprofit environments
• Familiarity with EMR systems (e.g., Prompt, Epic)
• Experience with patient intake, referrals, scheduling, or care coordination

This position is a professional, full-time, exempt staff assignment, and will be benefit eligible. Compensation will be based on experience and will range from $55,000 to $63,000. Our generous benefits include paid time off, paid holidays, health insurance, optional dental and vision insurance, disability and life insurance, and a 3% 401K annual contribution.

The Kids Center for Pediatric Therapies is an equal opportunity employer and is committed to creating an inclusive environment for all employees.