Intake Coordinator/Receptionist

Organization Overview

At Memory Care Home Solutions, we believe families shouldn’t face dementia alone. As a nonprofit organization grounded in compassion and powered by evidence-based care, we equip families with the tools, strategies, and emotional support they need to help loved ones with dementia live safely and meaningfully at home.

MCHS was founded to fill a critical gap in providing personalized, home-based services that support both the person living with dementia and their care partners. Today, our mission-driven team includes staff, board members, volunteers, and donors who often have their own personal stories of dementia caregiving. That shared commitment creates a deeply connected, collaborative culture.

We are proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Position Overview

As the first point of contact for clients, referral partners, and visitors, the Intake Coordinator plays a vital role in creating a welcoming and positive experience at Memory Care Home Solutions. This position sets the tone for every interaction, reflecting the organization’s values, mission, and commitment to exceptional service. In this role, the Intake Coordinator manages intake and scheduling processes for client services, ensuring timely, accurate, and efficient service delivery. You’ll collaborate closely with the Clinic Manager to maintain smooth operations, streamline workflows, and support an exceptional client experience at every touchpoint. This position is ideal for a highly organized, service-oriented professional who thrives on helping others, values relationship-based care, and takes pride in being the welcoming face of the organization. Reporting to the Clinic Manager, this role is essential to maintaining high client satisfaction and supporting the overall success of MCHS programs.

Key Performance Objectives and Responsibilities

Intake and Referral Management - 60%

• Shepard prospective clients from initial referral through navigation assessment
• Process and track incoming referrals through multiple systems.
• Process all program intake calls and communicate knowledgeably regarding mission and services.
• Create, maintain, and update client records (assessments, communications, and client information) in the database and electronic medical record.
• Complete client intake and schedule in-office or telehealth appointments per established protocols.
• Manage new client assessment materials for program staff.
• Reschedule client visits as needed and fill in cancellations from the waitlist.
• Review and manage calendars of Clinical Staff and Dementia Navigators.
• Prepare weekly referral reports.

Receptionist Duties - 30%

• Meet, greet, and assist clients/visitors promptly, efficiently, and in a professional manner.
• Triage all incoming calls to the organization and connect with the appropriate staff member.
• Educate callers and visitors on program services.
• Greet clients for in-office appointments and complete the check-in procedure.
• Set up for in-person meetings and maintain clean and orderly meeting spaces, training venue, and front reception area.
• Conduct MCHS training venue tours, as needed.
• Tidy and restock 1st floor supplies and other spaces as assigned.

Administrative Support - 10%

• Process outgoing mail
• Coordinate materials for health fairs, marketing, and tours.
• Perform other administrative duties as needed.

Minimum Qualifications

• HS diploma with 5+ years of relevant office experience or bachelor’s degree
• Strong computer skills, including Microsoft Office, data entry, and schedule/calendar management; electronic medical record experience preferred.
• Excellent verbal and written communication, especially in phone-based interactions.
• Excellent interpersonal skills to work effectively in a diverse team and with diverse clients.
• Ability to work independently on assigned tasks as well as accept direction on assignments.
• Strong organization skills
• Ability to sit at a desk and answer the telephone/perform data entry up to 8 hours a day and lift up to 30-50 lbs.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Benefits:

• 401(k)
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person