Intake Coordinator

Summary:


The Intake Coordinator is responsible for guiding prospective clients and families through the intake and admissions process while ensuring a positive experience and timely access to services. This role serves as a central point of coordination between families, referral sources, clinical teams, operational leaders, and revenue cycle functions to support successful admissions and continuity of care.


The Intake Coordinator helps families navigate insurance requirements, intake documentation, scheduling, and service readiness while maintaining accurate records and supporting organizational growth. This role requires strong communication skills, attention to detail, urgency, and a commitment to helping families access care.


Key Responsibilities:

• Guide prospective clients, families, and referral sources through the intake and admissions process while providing professional, responsive, and compassionate support.

• Verify insurance benefits, communicate coverage information, and assist families in understanding payer requirements, authorizations, and next steps.

• Collect, review, and maintain required intake documentation, authorizations, signatures, and supporting records necessary for admission.

• Coordinate intake assessments, screenings, and admissions appointments while ensuring timely communication between all parties involved.

• Maintain accurate and up-to-date records within Cardinal-designated systems, including CRM and admissions tracking platforms.

• Collaborate with clinical, operational, and revenue cycle teams to support efficient admissions processes and successful client onboarding.

• Participate in admissions and operational meetings while identifying barriers to admission and recommending solutions.

• Support outreach, marketing events, referral development activities, and community engagement efforts as assigned.

• Maintain working knowledge of Cardinal services, programs, and payer requirements in order to effectively communicate with families and referral sources.

• Remain accountable for key performance indicators related to admissions activity, responsiveness, conversion, and client access.

• Lead by example to reinforce Cardinal Pediatric Therapies' values, culture, and expectations.

Qualifications:

Required:

• Minimum of one year of experience in ABA, healthcare admissions, behavioral health, customer service, sales, or a related field.

• Strong communication and interpersonal skills with the ability to build trust and rapport with families and referral sources.

• Ability to communicate professionally through phone, email, and virtual platforms.

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Ability to maintain accurate records and documentation.

• Proficiency with Microsoft Office and web-based software systems.

Preferred:

• Bachelor's degree in a related field.

• Experience in ABA, autism services, or behavioral healthcare.

• Experience with Salesforce, HubSpot, or other CRM systems.

• Experience verifying insurance benefits or supporting healthcare admissions processes.

• Familiarity with payer requirements and authorization processes.

Skills & Competencies:

• Strong customer service skills with a family-centered approach.

• Ability to balance empathy and professionalism during challenging conversations.

• Strong attention to detail and follow-through.

• Effective problem-solving skills with a focus on removing barriers to care.

• Ability to manage multiple clients and priorities simultaneously.

• Strong organizational and time management skills.

• Ability to collaborate effectively across departments and functions.

• Data-driven mindset with the ability to track, maintain, and communicate admissions information accurately.

• Adaptability and flexibility in a growing and evolving organization.

Work Environment:

• Office, clinic, remote, or hybrid work environment based on organizational needs

• Requires regular interaction with operational, clinical, and executive leadership teams

Schedule & Compensation:

• Full-time position

• Schedule based on organizational needs across assigned locations

• Salary and incentive structure aligned to divisional performance and key metrics

Values Alignment:


At Cardinal, our core values are IMPACT -

• Invested - we are fully aligned and bought into our mission and dedicated to achieving it

• Mutually Collaborative - we work together to achieve our goals, recognizing that our mission relies on teamwork

• Problem Solving - we focus on solutions, not obstacles or blame

• Accountable - we own our actions, decisions, and results because our results improve lives

• Continuously Growing - we are constantly working toward personal and professional improvement to expand our impact

• Tenacious - we persevere through challenges with professionalism and resolve

Equal Employment Opportunity Statement:


Cardinal Pediatric Therapies is an Equal Opportunity Employer. We are committed to creating and maintaining a workplace where all applicants and employees are treated with dignity, fairness, and respect. Employment decisions are based on qualifications, merit, business needs, and job-related criteria, without regard to race, color, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. Cardinal Pediatric Therapies is committed to providing reasonable accommodations to qualified applicants and employees in accordance with applicable law.


Disclaimer


This job description is intended to describe the general nature and level of work being performed in this role. It is not intended to be a complete or exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Cardinal Pediatric Therapies reserves the right to modify, add, remove, or assign duties and responsibilities at any time based on business needs and in accordance with applicable law.


This position may require sitting, standing, walking, bending, reaching, using standard office and technology equipment, occasional lifting or moving of materials or supplies up to 25 pounds, and travel between assigned locations. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.


Nothing in this job description creates a contract of employment, express or implied. Employment with Cardinal Pediatric Therapies is at-will unless otherwise stated in a separate written agreement signed by an authorized representative of the company.