Bilingual Spanish Intake Coordinator - Pediatric Outpatient Clinic | Katy, TX

Intake Coordinator

The Intake Coordinator plays an essential role in supporting children and families receiving Speech Therapy, Occupational Therapy, and Physical Therapy services. This position is responsible for coordinating patient scheduling, therapist caseloads, referrals, insurance verification, and communication between families, providers, and clinic staff to ensure high-quality, family-centered care. The ideal candidate is organized, compassionate, proactive, and experienced in pediatric therapy clinic operations.

Duties & Responsibilities

• Coordinate therapist onboarding, orientation, and caseload development for Speech, Occupational, and Physical Therapy providers.
• Process referrals, physician orders, evaluations, and treatment authorizations for pediatric therapy services.
• Verify patient demographics, insurance eligibility, benefits, and prior authorizations prior to scheduling services.
• Schedule evaluations and ongoing therapy appointments while optimizing therapist productivity and continuity of care.
• Serve as a primary point of contact for parents and caregivers regarding therapy schedules, attendance, staffing updates, and clinic communication.
• Maintain consistent communication with families to support patient retention, attendance, and satisfaction.
• Collaborate closely with Speech Therapists, Occupational Therapists, Physical Therapists, and administrative staff to ensure coordinated patient care.
• Monitor therapist schedules, cancellations, waitlists, and caseload adjustments to maximize clinic efficiency.
• Support coordination of care from initial intake through discharge planning.
• Answer incoming calls from families, physicians' offices, schools, and community partners professionally and compassionately.
• Assist with resolving scheduling conflicts, service concerns, and patient care coordination issues.
• Maintain accurate electronic medical records, referral tracking, therapist schedules, and clinic documentation.
• Ensure compliance with HIPAA regulations, clinic policies, and insurance requirements.
• Cross-train in administrative functions to support front office and patient coordination needs as needed.
• Promote a welcoming, supportive, and family-centered clinic environment.

Qualifications

• Bachelor's Degree or Associate Degree preferred.
• Bilingual English/Spanish.
• 3–5 years of experience in a pediatric therapy clinic, rehabilitation clinic, or healthcare setting preferred.
• Experience supporting Speech Therapy, Occupational Therapy, and/or Physical Therapy services strongly preferred.
• Knowledge of pediatric therapy referrals, insurance verification, prior authorizations, and scheduling processes.
• Experience with EMR/EHR systems and therapy practice management software.
• Excellent communication and customer service skills with the ability to build rapport with children and families.
• Strong organizational skills with the ability to multitask in a fast-paced clinic environment.
• Ability to work collaboratively with multidisciplinary therapy teams.
• Leadership or care coordination experience preferred.

Requirements

• Ability to sit and work at a computer for extended periods of time.
• Ability to manage high-volume scheduling and patient coordination tasks.
• Ability to prioritize multiple assignments and meet deadlines.
• Ability to occasionally lift, push, or pull up to 25 lbs.
• Strong attention to detail and documentation accuracy.
• Positive attitude, professionalism, and team-oriented mindset required.

What We Offer Health & Wellness

• Comprehensive medical, dental, and vision insurance
• Health Savings Account (HSA)
• Company-paid life insurance and AD&D coverage
• Optional short-term and long-term disability coverage
• Critical illness coverage
• Employee Assistance Program (EAP)

Work-Life Balance

• Generous paid time off (PTO)
• Paid holidays, vacation, and sick leave

Financial Benefits

• 401(k) with company match
• Employee referral bonus program

Professional Environment

• Collaborative multidisciplinary pediatric therapy team
• Supportive and family-centered clinic culture
• Opportunities for professional growth and development