INTAKE COORDINATOR - FT

Intake Coordinator

The Intake Coordinator is responsible for guiding prospective residents and their families through the admissions and intake process from the initial inquiry through admission. This position serves as a key point of contact for families, coordinating tours, gathering and reviewing intake paperwork, completing assessments, communicating with healthcare providers and internal team members, and ensuring that all necessary information is collected for a smooth and informed transition into care.

The ideal candidate will have healthcare or medical background experience, strong communication skills, excellent organization, attention to detail, and the ability to interact compassionately and professionally with residents and their families.

Key Responsibilities

• 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 admission process.
• Answer questions and communicate next steps clearly.
• Follow up with prospective families after tours and inquiries.

• 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 as needed.
• Maintain accurate and confidential records in accordance with organizational policies and applicable regulations.
• Coordinate admission dates and communicate requirements to the appropriate departments.

• 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 the appropriate clinical and leadership teams.
• Recognize when additional clinical review is needed and escalate concerns appropriately.

• 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 families with clear expectations regarding documentation, assessments, admission requirements, and next steps.
• Serve as a consistent point of contact during the admissions process.
• Handle sensitive information and difficult conversations with empathy and professionalism.

• 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 experience required.
• Experience working with patients, residents, families, or healthcare professionals preferred.
• Strong understanding of medical terminology and healthcare documentation.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• High attention to detail and accuracy.
• Ability to handle confidential and sensitive information appropriately.
• Ability to work independently while collaborating effectively with a multidisciplinary team.
• Compassionate, professional, and approachable demeanor.
• Proficiency with electronic records, Microsoft Office, and/or healthcare documentation systems.

Preferred Qualifications

• Experience in admissions, intake coordination, case management, healthcare administration, senior living, assisted living, skilled nursing, behavioral health, rehabilitation, or a similar healthcare setting.
• CNA, LPN, RN, medical assistant, social work, healthcare administration, or related healthcare experience is a plus.
• Experience conducting assessments or reviewing clinical documentation preferred.
• Experience working directly with families during transitions of care preferred.

Key Performance Expectations

The successful Intake Coordinator will:

• Provide a welcoming and professional experience for every prospective resident and family.
• Ensure intake documentation is complete, accurate, and timely.
• Effectively identify and communicate resident care needs.
• Maintain strong communication with families and referral partners.
• Support smooth, well-coordinated admissions.
• Protect resident privacy and maintain confidentiality.
• Demonstrate compassion, professionalism, and sound judgment in every interaction.

This position is ideal for a healthcare professional who enjoys working directly with families, has strong medical knowledge, and wants to play a central role in helping residents successfully transition into care.