Intake Specialist

Job Description

Job Description

Description:

Intake Specialist

Location: Medical Support Services Inc.

Status: Part to Full Time (Flexible, M-F, No Weekends)

Our purpose:

We believe in empowering every child, one ability at a time. Our dedicated employees collaborate with our patients and their care team to provide positive experiences that foster growth. The Result? Increased independence, confidence, and well-being for those we serve.

The Opportunity:

We’re looking for a warm, detail-oriented, and proactive Intake Care Coordinator to be the first point of contact for new families seeking services. You’ll help guide them through the intake and evaluation process, ensuring a smooth and supportive start to their therapy journey.

Key Responsibilities:

Communication & Coordination

• Respond to phone calls, voicemails, emails, and clinic inquiries
• Coordinate with clinic leadership to prioritize new patient intakes
• Document communication thoroughly in our system
• Identify workflow improvements and bring ideas to the team
• Daily review of Task dashboard
• Check documentation routing for new scripts received

Patient Intake & Charting

• Accurately enter new patients into our EMR system
• Collect and maintain necessary intake documentation
• Organize and manage patient charts (digital and physical)
• Follow up on missing scripts or supplemental paperwork

Intake Completion

• Execute and record new intake calls
• Completion of all intake form fields
• Organize and manage waitlist in ERM system
• Send screening documentation to physician

Tracking of Documentation

• Follow Automated Evaluation script tracking report
• ensure caregivers are notified to bring documentation
• Review all patient form tabs in dashboard

Scheduling & Follow-Up

• Make sure evaluation list is up to date
• Contact families to schedule evaluations
• Track pending evaluations and follow up on no-shows or cancellations
• Collaborate with clinicians to match patients with appropriate providers
• Ensure welcome emails and intake confirmations are sent

Skills & Qualities We’re Looking For:

• Warm and welcoming communication style
• Superior customer service and follow-through
• Strong attention to detail and time management
• Tech-savvy and comfortable navigating digital systems
• Reliable and punctual
• Team player who thrives in a fast-paced environment
• Spanish-speaking is a plus!

Why Join Us?

• Supportive, mission-driven team
• Make a meaningful difference in families’ lives
• Growth opportunities within the clinic
• Weekday-only hours – no weekends!