Medical, Clinical & VeterinaryClinical Support & Patient Administration
About the job
Requirements
A high school diploma or equivalent is required.
Administrative, clerical, healthcare, social services, or related experience is required.
Strong organizational and time-management skills are required.
Strong verbal and written communication skills are required.
Ability to maintain confidential information is required.
Ability to work with electronic databases and computer systems is required.
Strong attention to detail is required.
Ability to manage multiple tasks and meet established deadlines is required.
Ability to work independently while also functioning effectively as part of a team is required.
Fluent Spanish and English communication skills are required for interpretation and translation responsibilities.
Responsibilities
Receive and process referrals from parents, physicians, hospitals, childcare providers, schools, community organizations, healthcare providers, and other approved referral sources.
Enter new referrals accurately into ProviderSoft, TKIDS, and other applicable systems.
Verify demographic, contact, referral-source, and other intake information.
Identify missing or conflicting information and follow up as needed.
Make timely initial contact with families.
Explain the ECI referral and intake process to families.
Schedule initial evaluations and coordinate appointment information with families and providers.
Send, track, and follow up on intake packets and consent forms.
Review returned documents for completeness and obtain missing information.
Upload completed documentation into the appropriate electronic record.
Monitor referrals requiring additional follow-up.
Assist with referral closure or discharge in accordance with BARC ECI procedures.
Communicate with referral sources regarding referrals and intake needs.
Serve as a welcoming and professional first point of contact for families.
Respond to referral and intake-related telephone calls, voicemails, and emails.
Provide clear information regarding appointments and next steps.
Communicate respectfully with families from diverse backgrounds.
Coordinate with ECI staff to ensure families receive appropriate follow-up.
Escalate clinical, eligibility, safety, or other concerns to the appropriate ECI professional.
Provide Spanish-English interpretation for families and ECI staff when assigned.
Assist with interpretation during evaluations, EIS visits, therapy sessions, family meetings, and other ECI activities.
Provide accurate and neutral interpretation without adding personal opinions or changing the meaning of information.
Assist with Spanish-English translation of approved family communications and general ECI information.
Maintain strict confidentiality when interpreting or translating sensitive child and family information.
Ensure referral and intake information is accurate, complete, timely, professional, properly documented, entered into the correct system and child record, and accessible to appropriate ECI staff.
Desired Qualifications
An associate or bachelor's degree in business administration, healthcare administration, human services, education, or a related field is preferred.
Experience working with children and families is preferred.
Experience in Early Childhood Intervention, healthcare, human services, or a related field is preferred.
Experience with referral and intake coordination is preferred.
Experience with electronic medical/healthcare or case-management systems is preferred.
Experience with ProviderSoft, TKIDS, TMHP, or similar systems is preferred.
Previous experience providing professional Spanish-English interpretation is preferred.
Description
Bay Area Rehabilitation Center (BARC)
Department: Early Childhood Intervention (ECI)
Location: Baytown, Texas Position
Reports To: ECI Program Director / Designated ECI Supervisor
About BARC
Bay Area Rehabilitation Center (BARC) is committed to providing quality services that support children, adults, and families in our community. Our ECI program provides services to young children with developmental needs and their families.
We are looking for a highly organized, compassionate, and dependable ECI Referral Intake Coordinator/Translator to join our team and serve as an important first point of contact for families entering the ECI program.
Position Summary
The ECI Referral Intake Coordinator/Translator coordinates the referral and intake process for children and families seeking Early Childhood Intervention services.
This position serves as a key connection between families, referral sources, healthcare providers, community partners, ECI professionals, and BARC administration. The Coordinator is responsible for ensuring referrals are received, entered, processed, followed up on, and documented accurately and within required timelines.
The position also provides Spanish-English interpretation and translation support to ECI staff and Spanish-speaking families.
This is a fast-paced position that requires excellent organization, attention to detail, communication skills, follow-through, and the ability to manage multiple referrals and deadlines at the same time.
A key expectation of this position is timeliness.
• Referrals must be entered into required systems within 24 hours.
• Initial family contact must be made within 48 hours when valid contact information is available.
• Referral and family communications must be documented timely.
• Voicemails and referral-related communications must receive timely follow-up.
We are looking for someone who takes ownership of their work and understands that a referral should never be left unattended, undocumented, or without appropriate follow-up.
Key Responsibilities
Referral & Intake Coordination
• Receive and process referrals from parents, physicians, hospitals, childcare providers, schools, community organizations, healthcare providers, and other approved referral sources.
• Enter new referrals accurately into ProviderSoft, TKIDS, and other applicable systems.
• Verify demographic, contact, referral-source, and other intake information.
• Identify missing or conflicting information and follow up as needed.
• Make timely initial contact with families.
• Explain the ECI referral and intake process to families.
• Schedule initial evaluations and coordinate appointment information with families and providers.
• Send, track, and follow up on intake packets and consent forms.
• Review returned documents for completeness and obtain missing information.
• Upload completed documentation into the appropriate electronic record.
• Assist with referral closure or discharge in accordance with BARC ECI procedures.
• Communicate with referral sources regarding referrals and intake needs.
Communication & Customer Service
• Serve as a welcoming and professional first point of contact for families.
• Respond to referral and intake-related telephone calls, voicemails, and emails.
• Provide clear information regarding appointments and next steps.
• Communicate respectfully with families from diverse backgrounds.
• Coordinate with ECI staff to ensure families receive appropriate follow-up.
• Escalate clinical, eligibility, safety, or other concerns to the appropriate ECI professional.
Spanish-English Interpretation & Translation
• Provide Spanish-English interpretation for families and ECI staff when assigned.
• Assist with interpretation during evaluations, EIS visits, therapy sessions, family meetings, and other ECI activities.
• Provide accurate and neutral interpretation without adding personal opinions or changing the meaning of information.
• Assist with Spanish-English translation of approved family communications and general ECI information.
• Maintain strict confidentiality when interpreting or translating sensitive child and family information.
Documentation & Data Entry
Accurate documentation is an essential function of this position.
The Coordinator is responsible for ensuring that referral and intake information is:
• Accurate
• Complete
• Timely
• Professional
• Properly documented
• Entered into the correct system and child record
• Accessible to appropriate ECI staff
A task is not considered complete if the required action was taken but the required documentation was not completed.
Ideal Candidate
The ideal candidate is someone who:
• Is highly organized and detail-oriented.
• Can manage multiple priorities and deadlines.
• Communicates clearly and professionally.
• Enjoys working with children and families.
• Is comfortable communicating with parents, medical providers, schools, and community partners.
• Takes ownership of assigned work.
• Follows through without constant supervision.
• Can work effectively in a fast-paced environment.
• Understands the importance of confidentiality.
• Is comfortable learning and using electronic record systems.
• Can identify when an issue needs to be escalated.
• Demonstrates professionalism, patience, compassion, and accountability.
Requirements
Required Qualifications
• High school diploma or equivalent.
• Administrative, clerical, healthcare, social services, or related experience.
• Strong organizational and time-management skills.
• Strong verbal and written communication skills.
• Ability to maintain confidential information.
• Ability to work with electronic databases and computer systems.
• Strong attention to detail.
• Ability to manage multiple tasks and meet established deadlines.
• Ability to work independently while also functioning effectively as part of a team.
• Fluent Spanish and English communication skills for interpretation and translation responsibilities.
Preferred Qualifications
• Associate or bachelor's degree in business administration, healthcare administration, human services, education, or a related field.
• Experience working with children and families.
• Experience in Early Childhood Intervention, healthcare, human services, or a related field.
• Experience with referral and intake coordination.
• Experience with electronic medical/healthcare or case-management systems.
• Experience with ProviderSoft, TKIDS, TMHP, or similar systems.
• Previous experience providing professional Spanish-English interpretation.
Why Join BARC?
At BARC, your work directly contributes to helping children and families access services that can make a meaningful difference in their lives.
This position provides an opportunity to be an important part of the ECI team by helping families navigate the first steps into services and ensuring that referrals are handled with care, accuracy, urgency, and accountability.
If you are organized, bilingual, compassionate, dependable, and enjoy helping families, we encourage you to apply.
BARC — Where Disabilities Become Possibilities
Bay Area Rehabilitation Center is an equal opportunity employer.