Job Description

Job Location: Children Square Campus - Council Bluffs, IA 51503

Position Summary
The Intake Coordinator is the primary access point for children, adolescents, and families referred to the PMIC program. This role requires a high‑energy, highly organized, and compassionate professional who can manage a fast‑paced, high‑acuity environment while delivering exceptional customer service to families, referral sources, and clinical teams.
The Intake Coordinator is responsible for managing referrals, conducting intake screenings, coordinating admissions and evaluations, verifying insurance and authorization requirements, and ensuring a smooth, trauma‑informed entry into CSI’s PMIC, residential treatment center. This position directly impacts safety, access to care, census stability, and program revenue and includes eligibility for a performance‑based bonus.

Essential Duties & Responsibilities
Intake & Admissions Coordination
- Serve as the primary contact for incoming referrals from families, hospitals, schools, therapists, and payors
- Conduct structured intake screenings to assess appropriateness for PMIC level of care
- Gather psychosocial, behavioral, and safety‑related information to support admission decisions
- Coordinate intake and admission appointments with clinical leadership and treatment team
- Manage PMIC waitlists and proactively fill openings as they become available
Family Engagement & Customer Service
- Provide calm, professional, and compassionate support to families during high‑stress situations
- Clearly explain PMIC services, expectations, program structure, and admission process
- Maintain consistent communication with families regarding next steps, documentation, and timelines
- Demonstrate strong de‑escalation skills and professionalism in emotionally charged interactions
Insurance & Administrative Coordination
- Verify insurance eligibility prior to admission
- Obtain and track required authorizations
- Accurately document referral and intake information in the EHR
- Communicate essential intake information to scheduling, clinical, and billing teams
- Ensure all admission documentation and consents are completed prior to service start
Interdepartmental Collaboration
- Work closely with clinicians, nursing staff, behavioral health staff, and leadership
- Communicate census needs, referral trends, and access barriers to leadership
- Identify opportunities to improve intake efficiency, access, and family experience
- Participate in weekly operational and admin meetings

Work Environment
- Fast‑paced, high‑acuity pediatric behavioral health setting
- Frequent phone and electronic communication with families and referral sources
- Collaboration across clinical, nursing, and administrative teams
- Requires professionalism, discretion, and flexibility
Performance‑Based Bonus Structure
This position is eligible for quarterly performance incentives based on objective outcomes such as:
- Timeliness of intake screening and referral follow‑up
- Admission conversion rate from referral to scheduled evaluation
- Accuracy and completeness of intake documentation
- Contribution to maintaining optimal PMIC census
- Professionalism, reliability, and collaboration with the care team
Bonus structure is designed to reward responsiveness, accuracy, and high‑quality family engagement while supporting program stability.
Why Work in Our PMIC Program?
- Mission‑driven work supporting children and families during critical moments
- Opportunity to make a meaningful impact on access to high‑acuity care
- Supportive, multidisciplinary team environment
- Growth opportunities as programs expand

QualificationsRequired
- High‑energy, organized, and detail‑oriented
- Strong customer service and family‑centered communication skills
- Ability to remain calm and effective in high‑acuity, emotionally intense situations
- Excellent multitasking and prioritization abilities
- Strong written and verbal communication skills
- Comfort discussing insurance benefits and program expectations
- Commitment to confidentiality and trauma‑informed care principles
Preferred
- Experience in PMIC, acute, residential, or intensive behavioral health settings
- Knowledge of child and adolescent behavioral health systems
- Familiarity with insurance authorization processes
- Experience working with families, schools, hospitals, or child‑serving systems