Intake Coordinator

Intake Coordinator

Location: Phoenix, AZ

Job Type: Full time

Pay Range: $19.00 - $29.00

Position Summary

We are seeking a compassionate, organized, and detail-oriented Intake Coordinator to guide prospective residents and their families through the admissions and intake process—from the initial inquiry through admission.

The Intake Coordinator serves as a key point of contact for families, coordinating tours, gathering and reviewing intake documentation, completing or coordinating assessments, communicating with healthcare providers, and collaborating with internal teams to ensure a smooth and informed transition into care.

The ideal candidate will have a healthcare or medical background , excellent communication and organizational skills, strong attention to detail, and the ability to interact compassionately and professionally with residents, families, healthcare providers, and referral partners.

Key Responsibilities

Tours & Family Experience

• Coordinate and conduct tours for prospective residents and their families.
• Welcome families and provide a professional, compassionate, and informative experience.
• Explain services, care options, policies, and the admissions process.
• Answer questions and clearly communicate next steps.
• Follow up with prospective families after tours and inquiries.

Intake & Admissions

• Manage the intake process from initial referral through admission.
• Collect, organize, and review required admission and intake paperwork.
• Ensure documentation is complete, accurate, and received in a timely manner.
• Coordinate with families, referral sources, physicians, hospitals, and other healthcare providers.
• Maintain accurate and confidential records in accordance with organizational policies and applicable regulations.
• Coordinate admission dates and communicate requirements to the appropriate departments.

Assessments & Medical Information

• Gather and review relevant medical history, diagnoses, medications, allergies, treatment needs, and other clinical information.
• Complete or coordinate pre-admission assessments to determine appropriate services and level of care.
• Identify missing or concerning information and obtain clarification from families or healthcare professionals.
• Communicate relevant medical and care information to appropriate clinical and leadership teams.
• Recognize when additional clinical review is needed and escalate concerns appropriately.

Family Communication & Support

• Meet with families to understand the prospective resident's needs, history, preferences, and goals.
• Build trusting relationships with residents and their families throughout the intake process.
• Provide clear expectations regarding documentation, assessments, admission requirements, and next steps.
• Serve as a consistent point of contact throughout the admissions process.
• Handle sensitive information and difficult conversations with empathy and professionalism.

Administrative & Team Responsibilities

• Maintain organized intake files and tracking systems.
• Coordinate with nursing, clinical, administrative, billing, and leadership teams to support successful admissions.
• Track outstanding documents and follow up to ensure timely completion.
• Participate in admission meetings and case discussions as appropriate.
• Maintain compliance with privacy, confidentiality, and applicable healthcare regulations.
• Perform other duties related to admissions and intake as assigned.

Required Qualifications

• Previous healthcare or medical background: CNA, LPN, RN, medical assistant, social work, healthcare administration, or related healthcare/medical background.
• Valid Level One Fingerprint Clearance Card
• Current CPR/First Aid certification
• Must show proof of freedom of TB before client contact
• Food Handler Certification
• Memory Care Certification
• Clear the Department of Economic Security, Department of Aging and Adult Services Central Registry Background Check