Pediatric Intake & Care Coordinator

Soaring on Hope Pediatric Therapy Center; Tulsa (OK); On-site; USD 38,000 - 46,000; Full time

Job summary

Soaring on Hope Pediatric Therapy Center in Tulsa seeks an Intake Specialist to welcome families and coordinate the intake process from referral to evaluation. You will verify insurance, manage patient records in the EMR, and ensure timely communication with families and referral sources.

The role emphasizes compassionate service, strong organization, and collaboration with billing, scheduling, and clinical teams to provide a seamless experience for children and families.

Qualifications

• High school diploma or equivalent; associate's degree preferred.
• 2+ years of experience in patient intake, scheduling, medical office administration, or related healthcare setting preferred.
• Bilingual (English/Spanish) preferred.
• Exceptional customer service skills with a passion for helping children and families.
• Excellent verbal, written, and interpersonal communication skills.
• Highly organized with attention to detail and ability to prioritize in a fast-paced environment.
• Strong problem-solving, time management, and critical thinking.
• Proficient in Microsoft Office; EMR experience preferred.
• Knowledge of insurance verification, authorizations, and medical terminology preferred.
• Demonstrates professionalism, initiative, flexibility, and positive attitude.
• Enjoys collaborating with a multidisciplinary team.

Responsibilities

• Receive, review, and process referrals to determine eligibility and gather needed documents.
• Serve as primary contact for physicians, referral sources, caregivers, and families via phone or email.
• Educate families about services and guide them through intake steps.
• Create and maintain patient records in the EMR.
• Collaborate with billing to verify benefits and obtain authorizations when applicable.
• Communicate insurance benefits and patient financial responsibilities clearly and compassionately.
• Schedule initial evaluations and coordinate with clinical departments.
• Maintain referral logs and track intake metrics for reporting and QA.
• Complete documentation on time while ensuring HIPAA compliance.
• Collaborate with therapists, billing, scheduling, and leadership for a seamless patient experience.
• Identify workflow improvements to boost efficiency and patient experience.

Skills

Bilingual (English/Spanish)

Customer service

Organizational skills

Healthcare office experience

Education

High school diploma or equivalent

Associate degree preferred

Tools

EMR systems

Microsoft Office (Word, Excel, Outlook)

Job description

Soaring on Hope Pediatric Therapy Center in Tulsa seeks an Intake Specialist to welcome families and coordinate the intake process from referral to evaluation. You will verify insurance, manage patient records in the EMR, and ensure timely communication with families and referral sources.

The role emphasizes compassionate service, strong organization, and collaboration with billing, scheduling, and clinical teams to provide a seamless experience for children and families.