Admissions Coordinator: Nutrition, Developmental Therapy, & Specialty Clinics

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Gina Coulter
830 S. Addison Ave.
Villa Park, Illinois 60181

Email: gcoulter@eastersealsdfvr.org

Summary:

Completes pediatric outpatient clinical service admissions that promote an excellent client and family experience. Assists with maintaining electronic medical record (EMR) system records and attendance reports.

Essential Functions:

1. Manages inquiries regarding pediatric outpatient programs and Early Intervention pathways.
2. Facilitates client intake by collecting accurate preliminary data and ensuring completion of all family documentation.
3. Maintains current prescriptions, referrals, and authorizations within client files.
4. Executes the referral process within established clinical and Early Intervention timelines.
5. Initiates and maintains comprehensive client records within the electronic medical record (EMR) system.
6. Schedules evaluations and therapy sessions based on clinical recommendations and approvals.
7. Coordinates with external Early Intervention service coordinators and refers families to internal support services, such as social work.
8. Collaborate with clinical providers to identify and provide resource information for families.
9. Monitors and manages waiting lists for clinic-based services to optimize caseloads.

Program Specific Coordination

· Nutrition Services: Coordinates intake and scheduling for nutritional evaluation and counseling; tracks referrals, completion of history and food log, physician prescriptions, and authorizations to ensure clinical readiness.

· Developmental Therapy Services: Coordinates intake and scheduling for developmental therapy evaluation and ongoing services; ensures alignment with required Individualized Family Service Plan (IFSP) documentation and early intervention authorizations.

· Feeding Clinic Services: Facilitates multidisciplinary scheduling for feeding evaluations; collects necessary medical history and related documentation prior to appointments.

· Orthopedic Clinic Services: Manages intake and scheduling for clinic assessments and rechecks; coordinates with supervising therapist to ensure all pre-exam documentation is complete, prescription, and authorizations are in place.

· Vision Clinic Services: Manages intake and scheduling for clinic assessments including vision screening and occupational therapy visit; coordinates with supervising therapist to ensure all pre-exam documentation is complete, prescription, and authorizations are in place.

· Respiratory Clinic Support: Provides administrative support for respiratory services; assists with scheduling and ensures medical history is current and updated prior to clinic.

· Bowel and Bladder Clinic Services: Oversees the administrative intake for clinic specialists; ensures all required diagnostic history and preliminary forms, prescriptions, and authorizations are gathered for the clinical team.

Operational Support

· Naperville Front Desk Support: Provides coverage for the Naperville front desk as assigned; includes greeting families, answering multi-line phones, checking in clients, and processing co-pays.

· Participates in other activities that support department and Center projects and goals as requested.

Professional Standards & Communication Protocols

· Communication Channels: All professional communication between staff and supported providers must be conducted exclusively through the official email system or the EMR messaging platform. Texting is strictly prohibited for work-related matters.

· Professional Boundaries: Interactions with providers should remain focused solely on clinical operations, scheduling requirements, and patient coordination. Staff must refrain from engaging in or initiating personal conversations during work hours.

· Conflict & Resolution: The Admissions Coordinator is expected to maintain a solution-oriented environment. If complaining or non-professional venting occurs, the coordinator must immediately halt the conversation and redirect the focus back to scheduling needs or escalate the matter to the Admissions Supervisor.

· Operational Focus: All discussions should be limited to the immediate administrative needs of the Nutrition and Developmental Therapy providers and assigned specialty clinics to ensure productivity and focus are maintained.

Ethical Standards Expectations

· Adheres to the organizational Code of Ethics/Standards of Conduct

· Complies with all Federal, State, and local laws and regulations.

· Performs work consistently with established ESDFV Mission, Values and Philosophy.

· Ensures all interactions/communications with clients, families and providers are delivered in a clear, respectful, and responsible interactional style that demonstrates support of our consumers.

Qualifications:

1. Education: Bachelor’s degree preferred; High School Diploma or equivalent required.
2. Experience: Minimum of two years in healthcare admissions, intake, or a related administrative role.
3. Technical Skills: Proficiency in Electronic Medical Record (EMR) systems and Microsoft Office Suite.
4. Industry Knowledge: Familiarity with insurance verification, managed care processes, and the Illinois Early Intervention (EI) system preferred.
5. Clinical Awareness: Basic understanding of pediatric therapeutic disciplines (PT, OT, ST, DT) and medical terminology.
6. Communication: Exceptional written and verbal communication skills with a focus on professional, email-based correspondence.
7. Operational Ability: Proven ability to manage complex scheduling and meet strict.

Physical Demands & Work Environment

Physical Demands: This position requires the physical ability to perform essential functions, with reasonable accommodations made for individuals with disabilities:

1. Lifting to 25 pounds on an as-needed basis.
2. Performing basic communication functions (talking, hearing, seeing).
3. Engaging in repetitive motions (e.g., computer keying, phone use).
4. Sitting for extended periods.

Work Environment Exposure: The role involves frequent exposure to typical clinic environmental factors:

1. Daily contact with standard domestic and industrial cleaning supplies.
2. Variable noise levels are inherent in a busy pediatric clinic setting.
3. Occasional contact with various odors.
4. Frequent exposure to common communicable illnesses within the pediatric population.