Clinical Intake Scheduling Analyst

Position Summary

Intake & Scheduling Analyst provides critical administrative and analytical support to the Associate Family Services Manager. This role ensures the timely and accurate coordination of all intake documents schedules and communications for pediatric therapy and preschool services. The ideal candidate will bring a sharp eye for detail strong followthrough and the ability to navigate systems with accuracy and independence.

This role supports SOIs mission by helping families experience a seamless entry into services while ensuring internal teams have the correct timely documentation to deliver extraordinary care.

Key Responsibilities

Intake Coordination & Document Management

• Monitor and follow up on all incoming referral documentation daily.
• Ensure timely receipt of authorizations assessments and forms from families and vendors.
• Verify organize and upload all required documents prior to intake or the start of services.
• Communicate clearly and promptly with families regarding outstanding items.
• Track intake progress using established systems including CentralReach Brightwheel Trello Salesforce and Google Workspace.

Scheduling & Service Preparation

• Assist with creating and adjusting clinician and classroom schedules.
• Verify all scheduled services align with active authorizations.
• Notify families of appointments and changes promptly and professionally.
• Send reminders using approved templates.
• Identify and resolve scheduling gaps or escalate as needed.

Data Entry & Tracking

• Maintain accurate and uptodate using internal systems effectively
• Ensure all child data is entered and filed consistently across systems.
• Flag and resolve discrepancies or missing information.

Communication & FollowUp

• Serve as a clear compassionate point of contact for families clinicians and case managers.
• Respond to emails and phone inquiries promptly and professionally.
• Support Open House preparation by compiling accurate intake information.
• Assist families and providers with ongoing documentation and authorization needs.

System Support

• Proficiently navigate CentralReach Salesforce Trello and Google Workspace.
• Troubleshoot data or scheduling issues and escalate as needed.
• Participate in improving intake and scheduling workflows.

Facility & Operational Support

• Greet and check in families guests and providers with warmth and professionalism.
• Maintain clean organized common areas to ensure a welcoming environment.
• Support inventory tracking supply distribution and delivery coordination.
• Assist with facility maintenance and updates to promote safety and function.
• Manage lobby flow and safety during hightraffic times especially preschool dropoff/pickup.
• Coordinate onsite visits from external providers for observations.

Requirements

Required:

• 1 years of experience in scheduling or intake coordination in a highvolume medical dental or therapy office.
• Ability to coordinate across multiple providers families and systems.
• Proficiency in Google Workspace (Gmail Docs Sheets Calendar).
• Excellent communication and customer service skills.

Preferred:

• Experience with Salesforce CentralReach Trello or other care coordination platforms.
• Background in pediatric therapy early childhood education or ABA services.
• Familiarity with insurance authorization workflows.
• Bilingual (Spanish/English) is a strong plus.

Benefits

• Competitive salary
• Premium health dental and vision plans beginning your first day with 100 percent employerpaid options available
• PTO accrual and paid holidays beginning your first day
• 401k FSA life insurance and college savings plan among other benefits

About us

The School of Imagination and Happy Talkers is the regions leading pediatric early intervention provider and preschool we are committed to bringing out the extraordinary in every child.

We serve children and families from the Northern California East Bay Area and the 12000squarefoot center was customdesigned to feature more than 20 rooms of stateoftheart multidisciplinary therapy inclusion preschool and groundbreaking early intervention programs.

The School of Imagination and Happy Talkers is committed to bringing out the extraordinary in every child. We offer groundbreaking early childhood education programs cuttingedge intervention services and a fullinclusion preschool that empowers specialneeds children to excel along with their typical peers giving all children the foundation for success in learning and life. We truly appreciate your interest in helping us accomplish this mission serving more than 350 children each week at our beautiful Schaefer Ranch campus high atop the Dublin hillside in the San Francisco Bay Area. For more information about the School of Imagination please visit

Work Environment & Values

At SOI we lead with empathy and precision. This role requires calm under pressure a drive for excellence and a shared belief in the power of inclusive early intervention. Every task no matter how small supports a childs extraordinary start.

School of Imaginationis an Equal Employment Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race color religion sex pregnancy national origin age physical and mental disability marital status sexual orientation gender identity gender expression genetic information military and veteran status and any other characteristic protected by applicable law.

School of Imagination believes that diversity and inclusion among our employees are critical to our success and we seek to recruit develop and retain the most talented people from a diverse candidate pool. Employment at the School of Imagination is based on merit competence and qualifications and we are committed to providing equal opportunities for training and advancement for all employees. School of Imagination is also committed to making our application process accessible to individuals with disabilities and will provide reasonable accommodations upon request.