Intake & Registration Coordinator-7

Children's Institute, Inc.; Los Angeles (CA); On-site; USD 76,650,000 - 91,980,000; Full time

Benefits offered by this job

Generous PTO

Medical, dental, vision insurance

Tuition reimbursement

Job summary

Children's Institute, Inc. is seeking an Intake and Registration Coordinator in Los Angeles to ensure timely, accurate access to behavioral and community health services.

You will manage referrals, verify insurance eligibility, and maintain client records in a HIPAA-compliant electronic system. The role emphasizes a welcoming, trauma-informed intake experience, collaboration with clinical teams, and adherence to regulatory standards.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Bilingual Spanish-English

Verbal and written communication

Interpersonal skills

EHR/data management systems

Education

Bachelor’s degree or 4 years related experience

Tools

EHR systems

Job description

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.

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

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.

• 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 authorize individuals and entities.
• Participates in, conduct, 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.

SKILLS & COMPETENCIES

• 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.

CERTIFICATES, LICENSES, REGISTRATIONS None required.

COMPUTER SKILLS Must have working knowledge of programs in a Windows environment.

Database software

VISION REQUIREMENTS

No special vision requirements.

NOISE LEVEL

Moderate noise

REQUIRED TRAINING

• New Hire Orientation
• AB-1343: Sexual Harassment Prevention training
• Mandated Reporter
• Mandated Reporter Supplemental HIPAA training
• Fraud, Waste and Abuse

COMPENSATION

$26.75 USD - $32.10 USD In accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.

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

CONTINGENCIES

• Influenza immunization or declination
• COVID-19, MMR and Tdap immunizations
• Education verificationReference check
• Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services
• Drug and alcohol screening
• Tuberculosis screening

Children's Institute (CII) believes that all children and families have boundless potential to achieve emotional well-being and educational success, which build pathways to economic mobility and lifelong health. Using a whole family, two-generation approach, CII offers education, counseling services, parenting support, convening spaces and enrichment programs in the community, at our early education centers, K-12 schools, and neighborhood hubs. Our employees value passion, partnership, innovation and equity. If meaningful work and a vibrant culture are important to you, you're in the right place. Join our team and change the world! CII promotes and fosters equity and inclusion in our workplace and in our communities. We strive to embed these values in our agency-wide decisions and our talent practices so that we create equal opportunities for everyone.