Intake Coordinator

Department: Admissions
Reports To: Clinical Director / Program Director/ Human Resources

Position Summary

The Intake Coordinator serves as the first point of contact for prospective clients seeking residential treatment for substance use disorders. This role is responsible for conducting initial screenings, coordinating admissions, verifying insurance benefits, and ensuring a smooth transition into the facility. The Intake Coordinator plays a critical role in client engagement, crisis response, and maintaining accurate documentation in compliance with regulatory and confidentiality standards.

Key ResponsibilitiesClient Intake & Admissions

• Respond promptly to phone calls, online inquiries, and referrals.
• Conduct pre-admission screenings to assess eligibility and appropriateness for residential treatment.
• Gather demographic, medical, mental health, and substance use history.
• Coordinate admission dates and communicate expectations to clients and families.
• Facilitate intake paperwork and consent forms in compliance with HIPAA and 42 CFR Part 2 regulations.

Insurance & Financial Coordination

• Verify insurance benefits and obtain prior authorizations.
• Explain coverage, out-of-pocket costs, and payment options to clients or responsible parties.
• Communicate with insurance providers to ensure timely approvals and continued stay authorizations.

Collaboration & Documentation

• Coordinate with clinical, medical, and administrative staff regarding new admissions.
• Maintain accurate and timely documentation in the electronic health record (EHR) system.
• Track referral sources and maintain admissions data reports.
• Ensure compliance with state, federal, and accreditation standards (e.g., CARF, Joint Commission).

Client Support & Crisis Response

• Provide compassionate support to individuals and families in crisis.
• Assess urgency of cases and coordinate emergency referrals when necessary.
• Maintain professional boundaries and ethical standards.

QualificationsEducation & Experience

• Associate or Bachelor’s degree in Social Work, Psychology, Healthcare Administration, or related field preferred.
• Minimum 1–2 years of experience in behavioral health, substance abuse treatment, admissions, or healthcare intake.
• Experience with insurance verification and prior authorizations strongly preferred.

Skills & Competencies

• Strong interpersonal and communication skills.
• Ability to handle sensitive information with confidentiality and professionalism.
• Knowledge of substance use disorders and levels of care (ASAM criteria preferred).
• Excellent organizational and multitasking abilities.
• Proficiency in EHR systems and Microsoft Office.
• Ability to work flexible hours, including evenings or weekends if required.

Physical & Work Requirements

• Ability to sit for extended periods and work on a computer.
• Occasional lifting of files or materials up to 15 pounds.
• Ability to respond calmly and effectively in crisis situations.

Core Competencies

• Empathy and compassion
• Professional integrity
• Cultural sensitivity
• Attention to detail
• Team collaboration

Pay: $15.00 - $15.75 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person