Intake Coordinator, Pediatric Rehabilitation Medicine

The Intake Coordinator supports timely access to Pediatric Rehabilitation Medicine (PM&R) and Physical Therapy (PT) services for pediatric brain tumor patients at Children’s National Hospital (CNH). This role manages referrals, insurance verification, and prior authorizations for CNH-based services, and collaborates closely with Sibley Hospital teams to help coordinate PM&R/PT services across sites.

The Intake Coordinator serves as a key liaison among families, providers, therapists, schedulers, and payers to support scheduling readiness, communication, and continuity of care, helping ensure patients receive needed rehabilitation services without delays.

Minimum Work Experience

4 years Related experience (Required)

Required Skills/Knowledge

Excellent customer service skills.

Experience In Healthcare Setting Preferred And Computer Knowledge Necessary.

Excellent verbal, interpersonal, and telephone skills required.

Knowledge of medical terminology and CPT-4/ICD-9 coding preferred.

Detail oriented, organized individual with demonstrated ability to prioritize, problem-solve and follow through.

Working knowledge of mental health third party payers, eligibility requirements and ability to discuss medical and mental health benefits.

Ability to make appropriate new patient assignments to clinician based on specialty clinic and/or refer to other medical health services both at Children’s Hospital and other community mental health resources.

Should have knowledge of computer database entry .

Knowledge of charge entry and/or front desk operations.

Functional Accountabilities

Insurance Authorization

• Verify insurance eligibility for anticipated services using any verification system (EVS, Envoy, MAMSI On-line, DIV A, ACEDS) and/or call insurance companies as appropriate.
• Coordinate patients, physicians and insurance companies to fulfill authorization requirements, facilitate document submission and communicate outcomes.
• Obtain authorization from insurance companies as appropriate; document authorization in Account Notes and appropriate fields.
  
  

Patient Services

• Obtain required clinical and financial information by conducting telephone intake; mail packet of information to families after initial phone intake; enter intake information into database.
• Greet patient, parent and staff in courteous and consumer-oriented manner; complete computer aided, on-line registration screen with parent/guardian via telephone or in person; schedule patient for appointment with physician, nurse or technical personnel using the on-line scheduling system.
• Discuss co-payment or payment-in-full requirements.
  
  

Patient Triage

• Appropriately triage treatment needs based on department guidelines.
• Refer requests to other medical, mental health services both at Children’s National Medical Center and other community mental health resources when appropriate based on departmental guidelines.
• Assign cases to intake staff by clinical specialty after receipt of packets.
• Monitor wait list and assignment of cases to clinicians.
  
  

Peer and Staff Training

• Provide expertise to peers throughout the institution regarding protocols governing their specific department.
• Train COR staff on insurance, registration and scheduling requirements for the patients in their department.
• Provide input to manager about the registration errors for ongoing training purposes.
  
  

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance
• Continuously validate and verify information needed for decision making or documentation
• Stop in the face of uncertainty and takes time to resolve the situation
• Demonstrate accurate, clear and timely verbal and written communication
• Actively promote safety for patients, families, visitors and co-workers
• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance
  
  

Organizational Accountabilities

Monthly Reports

• Provide data for calculation of monthly statistical reports of intake calls and scheduled appointments for management.
  
  

Organizational Commitment/Identification

• Partner in the mission and upholds the core principles of the organization
• Committed to diversity and recognizes value of cultural ethnic differences
• Demonstrate personal and professional integrity
• Maintain confidentiality at all times
  
  

Customer Service

• Anticipate and responds to customer needs; follows up until needs are met
  
  

Teamwork/Communication

• Demonstrate collaborative and respectful behavior
• Partner with all team members to achieve goals
• Receptive to others’ ideas and opinions
  
  

Performance Improvement/Problem-solving

• Contribute to a positive work environment
• Demonstrate flexibility and willingness to change
• Identify opportunities to improve clinical and administrative processes
• Make appropriate decisions, using sound judgment
  
  

Cost Management/Financial Responsibility

• Use resources efficiently
• Search for less costly ways of doing things
  
  

Primary Location

District of Columbia-Washington

Work Locations

CN Hospital (Main Campus)

Job

Administrative Support / Customer Service

Organization

Ambulatory

Position Status

R (Regular)

Shift

Day

Work Schedule

M-F

Job Posting

Mar 5, 2026, 4:43:24 AM

Full-Time Salary Range

46176