Administrative & Intake Coordinator

Job Description

Job Description

SUMMARY OF POSITION

Reporting to the Sr. Director of Clinical Services and Program Innovation, the Administrative & Intake Coordinator oversees both administrative operations and intake functions for the Outpatient SUD Department in Santa Clarita. This role is responsible for front office management, intake screening, scheduling, and coordination of the full intake process, while also supporting clinical staff and maintaining key administrative workflows, including clinical documentation tracking.

This position serves as the primary administrative lead for the site, providing guidance and support to administrative staff across multiple locations and ensuring consistency in intake and operational processes. The role also includes facility oversight for the Santa Clarita location.

The Administrative & Intake Coordinator facilitates CO-Triage for all scheduled intakes, manages the intake calendar, and ensures timely access to services. This role is responsible for coordinating and facilitating the intake process, which may include initial clinical engagement, education, crisis support, and overall coordination of the patient’s episode of care within outpatient substance use disorder treatment. In collaboration with the clinical team, this position supports the assessment, planning, and coordination of care in alignment with evidence-based practices. It ensures compliance with county, state, and federal requirements. A strong emphasis is placed on maintaining a patient-centered approach that promotes engagement, recovery, and continuity of care.

DUTIES AND RESPONSIBILITIES

1. Clinical Counseling/ Intake

• Facilitate Intakes addressing addiction, co-occurring disorders, life skills, and recovery supports using evidence-based modalities such as CBT, MI, and relapse prevention strategies.

• Maintain proficiency in ASAM Criteria and actively contribute to individualized treatment planning, as reflected in the Intake documentation.

• Provide crisis intervention, psychoeducation, and relapse prevention planning tailored to patient needs.

• Support patients in building coping strategies, self-efficacy, and relapse prevention skills.

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1. Care Planning

• Coordinate patient admissions and SUD Levels of Care (LOCs), ensuring continuity of treatment.

• Collaborate with healthcare providers, mental health professionals, and social service agencies to promote integrated care.

• Assist patients in accessing supportive services such as housing, education, employment, and public benefits.

• Document referrals and follow-up to ensure patients successfully connect to recommended services.

1. Documentation & Compliance

• Maintain accurate, timely, and clinically appropriate documentation in patient records, including progress/CO-Triage/Intake notes and other required reports.

• Ensure compliance with Medi-Cal, SAPC, DHCS, CARF, and Title 9/22 standards.

1. Special Populations

• Provide culturally competent care that meets the needs of diverse populations including individuals experiencing homelessness, persons with co-occurring disorders (CODs), pregnant and parenting women (PPW), youth, LGBTQ+ individuals, and justice-involved individuals.

• Advocate for patients in legal, educational, and community settings, including preparing reports and letters of support.

• Collaborate with reentry programs and community agencies to support justice-involved patients reintegrating into the community.

1. Clinic & Administrative Support

• Answer phones and route calls appropriately

• Schedule client appointments, follow-ups, and maintain calendar organization for clinical staff

• Conduct drug screenings and input results into internal and external systems (e.g., PCNX)

• Verify monthly Medi-Cal eligibility and update records accordingly

• Maintain and manage client files, forms, and documentation as required by SAPC and internal protocols

• Support data entry and file editing needs for internal projects and reporting

• Prepare and process daily clinic logs, including appointment tracking and service data summaries

1. Operations & Inventory

• Order and maintain office and clinic supplies; track usage and manage vendor deliveries

• Coordinate with the Finance and HR department to place organizational supply orders and reconcile purchasing documentation

• Provide basic payroll-related support such as time sheet collection or check distribution

• Manage clinic inventory systems, equipment needs, and replenish testing supplies regularly.

1. Staff Support & Leadership

• Support onboarding and training for new administrative staff at Van Nuys and Santa Clarita clinics

• Act as lead point of contact for Clinical Staff Assistants for daily questions, procedural clarification, and workflow consistency

• Assist with shift coverage and scheduling to ensure uninterrupted clinic support

• Contribute to quality assurance efforts related to front office