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JOB TITLE: Intake Coordinator


REPORTS TO: Director of Clinical Services

JOB TYPE: Full Time (30-40 Hours/week)

High Hopes Development Center is a 35-year-old non-profit organization that loves, nurtures, and educates children helping each child reach their maximum potential. The mission of High Hopes Development Center is to equip children, youth, and their families with the skills necessary to achieve success through education, therapeutic services, and loving support. High Hopes is the only school in Williamson County with a pediatric therapy clinic on site. 

Minimum Qualifications

  • Bachelor’s Degree preferred or minimum of 2-3 year's related experience and/or training; or equivalent combination of education and experience.

  • Excellent organizational skills required

  • Strong verbal and written communication skills required

  • Strong working knowledge of MS Word, Outlook, & Excel

  • Experience with clinical practice management software program(s)

Reports to/Directly Supervised by

Director of Clinical Services


The Office Manager works closely with the office staff and the Director of Clinical services to support the therapy team and supervise/coordinate daily non-clinical functioning of the department.


Responsibilities include but are not limited to:

  • Complete initial intake phone call for therapeutic services

  • Enter demographic, financial, and clinical information into practice management computer system (Raintree)

    • Make new patient chart

    • Complete insurance verification

    • Request, obtain, and input physician prescription

  • Schedule initial therapy evaluations and notify therapist

  • Make reminder phone calls to caregivers

  • Review upcoming scheduled evaluations for completed caregiver paperwork and physician prescriptions

  • Obtain annual referral renewals from physicians

  • Participate in annual HIPAA training

  • Provide support and occasional coverage for the front desk admin team

  • Attend staff meetings

  • Miscellaneous

    • Work as a team with therapists, teachers, and administration to ensure smooth and safe operation of High Hopes

    • Communicate with families and others in a positive and consistent manner

    • Serve as an ambassador for High Hopes to families, other professionals, and the community

    • Actively participate in 1 fund raising event at High Hopes

  • Other duties as assigned


  • Strong interpersonal, oral and written communication skill

  • Effective human relations skills and proven excellence in customer service

  • Ability to effectively function in a stressful environment

  • Understanding of HIPAA


Position is in an office setting that involves everyday risks or discomforts that require normal safety precautions


The Clinic at High Hopes Development Center is a leader in the care of children with disabilities. As a non-profit we are mission driven and passionate about providing expert therapeutic services for the children and families we serve. Employees enjoy a family friendly and supportive team atmosphere in which to grow as a person, professional and/or clinician.  High Hopes was voted a 2018 Middle Tennessee Top Workplace for The Tennessean.

High Hopes employees enjoy the following benefits:

  • Paid Time Off

  • Paid Holidays

  • Health Insurance (full time)

  • Dental Insurance (full time)

  • Retirement Savings – 401k Plan

  • Supplemental Insurance

  • Vision (full time)

  • Childcare Discount at our on-site child-care/preschool

To apply, please email cover letter and resume to Whitnie Clark at

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