Admissions and Intake Coordinator

Job Description

Job Description:\n\n About CLARE|MATRIX: CLARE|MATRIX “CM” is a nonprofit organization providing effective and compassionate treatment, recovery, and prevention services for alcoholism and substance use to individuals, families, and the community. Headquartered in Santa Monica, CA, CLARE|MATRIX maintains multiple facilities in the Southern California region. Since 1970, CLARE|MATRIX has provided quality substance use and mental health treatment to individuals in treatment for Substance Use Disorder (SUD) in Southern California. Summary Under supervision, the Admissions Intake Counselor is a critical first point of contact for individuals seeking treatment for substance use disorders (SUD) and co-occurring mental health conditions. This role is responsible for conducting comprehensive intake assessments, determining appropriate levels of care, coordinating the admissions process, and ensuring a clinically sound, compassionate, and efficient transition into treatment. The Admissions Intake Counselor works collaboratively with clinical, medical, and administrative teams to ensure that all admissions processes are completed with accuracy, urgency, and dignity. Supervisory Responsibilities: This position does not have direct reports.Essential Duties and Responsibilities To perform this job successfully, an individual must be able to perform each essential function, with or without accommodation. The requirements listed below are representative of the duties, responsibilities, knowledge, skills, and/or ability required. Intake Assessment and Clinical ScreeningScreening: Conduct initial screenings to determine participant appropriateness and eligibility for SUD services, identifying immediate needs, risks, or referral needs prior to admission. Apply standardized screening tools including ASAM, and Columbia Suicide Severity Rating Scale (C-SSRS) as applicable.Intake: Complete intake documentation and required consent forms, explain program expectations, and ensure all information is accurately timely, completely and compliantly entered into the Electronic Health Record (EHR).Assessment: Conduct biopsychosocial assessments for all prospective participants via phone and in-person. Gather information related to substance use history, social functioning, strengths, risks, and treatment needs. Apply ASAM assessment to determine appropriate level of care for admission to detox, residential, or intensive outpatient.Diagnostic Coding: Assign SUD diagnosis and self-reported formal diagnosis for co-occurring mental health conditions based on assessment findings, within the counselor’s scope of practice and credentialing level. Orientation: Provide participants with clear explanations of program rules, schedules, participant rights and responsibilities, confidentiality requirements (including 42 C.F.R. Part 2 and HIPAA), and the overall goals and structure of treatment.Crisis Intervention: Provide immediate support during participant crises within the counselor scope. Notify supervisory or clinical staff when situations require escalation. Complete documentation accurately and within required timeframes.Participant Education: Deliver educational content on substance use, recovery principles, wellness, community resources, and related topics to support participant understanding and engagement.Consultation: Collaborate with supervisors, case managers, peer support staff, and other professionals regarding participant needs, treatment progress, and service coordination. Participate in case conferences and multidisciplinary meetings. Admissions CoordinationAdmissions Process: Guide prospective participants and families through the admissions process with empathy, clarity, and clinical proficiency. Coordinate pre-certification and prior authorization with insurance carriers, including verification of benefits (VOB) and medical necessity documentation.Placement and Referrals: Facilitate timely and clinically appropriate placements, including internal program placement and external referrals when program criteria are not met. Assess re-admission conditions for returning participants and ensure continuity of care documentation.Consultation: Collaborate with supervisors, case managers, clinical staff, peer support staff, and other professionals regarding participant needs, placement decisions, and service coordination. Participate in case conferences and multidisciplinary meetings.Care Coordination: Communicate and coordinate with internal staff, external providers, and community partners to support continuity of care, including collaboration with referral sources, hospitals, detox facilities, courts, EAPs, and community partners.Re-Admissions: Assess re-admission conditions for returning participants and ensure appropriate documentation supports continuity of care and clinical decision-making. Documentation and BillingElectronic Health Record (EHR) Documentation: Maintain accurate, timely, and complete documentation in the Electronic Health Record, including progress notes, treatment plan updates, group notes, participant contacts, and all required service entries.File Compliance: Ensure all participant charts meet contractual, regulatory, and CLARE|MATRIX standards, including proper documentation of services, signatures, consents, assessments, and required program forms.Real-Time Note Completion: Complete documentation in real time or within required timeframes to support quality care, billing accuracy, and compliance with program expectations.Billing: Ensure all documented services meet billing requirements and accurately reflect the service provided. Verify that charts include necessary elements such as treatment plans, progress notes, session details, and attendance.Shift and Service Reporting: Coordinate with medical staff for admit approval. Complete admit report to appropriate departments. Provide clear and concise reports or service summaries as required to ensure continuity of care, coordinating with medical staff for approval, and completing email reports to departments upon completion of admission intake.Record Keeping for Case Management: Document all case management contacts, referrals, follow-up activities, and participant coordination efforts in accordance with program expectations. Safety and ComplianceCompliance: Adhere to all CLARE|MATRIX Policies and Procedures, program guidelines, and all state, county, local, and federal regulations. Ensure participant safety, dignity, and confidentiality in all aspects of service delivery.HIPAA Compliance: Protect participant information by maintaining strict confidentiality and ensuring all records, conversations, and electronic data meet HIPAA and organizational privacy standards.Professional Behavior: Maintain appropriate professional boundaries with participants in accordance with agency policies and ethical standards. Ensure a safe and ethical environment by upholding clear communication, appropriate conduct, and respect for participant privacy and dignity. Boundaries typically include but are not limited to personal disclosure limits, physical touch restrictions, and clear communication about the professional nature of the relationship.Safety Standards: Follow all CLARE|MATRIX, OSHA, and CAL-OSHA health and safety regulations. Support the maintenance of a safe environment for participants and staff.Incident Reports: Complete incident reports accurately and in a timely manner, in accordance with organizational and regulatory requirements. Teamwork and CollaborationCommunication: Demonstrate effective and appropriate workplace communication by speaking clearly, directly, and with purpose. Actively listen, ask clarifying questions, and confirm understanding before acting. Provide timely updates to staff and participants regarding needs, concerns, or changes in participant status, ensuring information is accurate and complete. Maintain professional tone, body language, and boundaries in all interactions, even in high-stress or emotionally charged situations. Address issues respectfully and constructively, avoid gossip or unprofessional dialogue, and follow established channels for reporting, documentation, and escalation. Consistently model courteous, trauma-informed, and culturally sensitive communication that supports a safe and respectful environment.Meetings: Attend and actively participate in staff meetings, case conferences, one-on-one supervision meetings, training sessions, and team-building activities as required by the program.Collaborative Teamwork: Work collaboratively with counselors, peers, case managers, nursing staff, and other program team members to support participant care, resolve concerns, and maintain consistency in service delivery.Interagency Collaboration: Maintain positive and professional relationships with community partners and collaborate with outside agencies as part of the continuum of care, when applicable.Mission, Vision, and Philosophy: Maintain a working knowledge and understanding of CLARE|MATRIX’s mission, vision, philosophy, and operating principles. Support a healthy work environment and uphold organizational standards of conduct.Supportive Work Environment: Contribute to a positive, safe, and team-oriented work environment by remaining receptive to constructive feedback, seeking guidance when needed, and supporting coworkers in program operations.Secondary Areas of ResponsibilityOther Duties as Assigned: Perform other job-related duties as assigned.QualificationsEducation and Credentials: Must be registered or certified as an Alcohol and Other Drug (AOD) Counselor with a California-recognized certifying organization, such as:CCAPP (California Consortium of Addiction Programs and Professionals)CADTP (California Association of DUI Treatment Programs)CAADE (California Association for Alcohol/Drug Educators) Registration through one of these organizations is required for the AOD I Counselor level at time of job offer. Fulfillment of all Board requirements for completed registration. Currently, must fulfill requirement within 6 months of registration as a RADT, or other acceptable credential, must complete a minimum of 80 educational hours toward CADC-I certification or other acceptable credential. These hours must cover the 12 required core competencies.Additional Requirements: Must obtain and maintain First Aid and CPR certification. Must meet all additional requirements mandated by applicable state or local regulations governing Substance Use Disorder (SUD) treatment services.Transportation: May require transportation of participants between but not limited to program sites, partner locations, or medical services as needed. Knowledge, Skills, Competencies, and ExperienceKnowledge: Possess an understanding of Substance Use Disorders (SUD), recovery principles, and basic mental health considerations as they relate to AOD counseling.Skills: Demonstrate strong organizational, verbal, written, and counseling skills, including the ability to document accurately, maintain timely workflow, and communicate effectively with participants and staff.Competencies: Maintain professionalism, appropriate boundaries, cultural responsiveness, and adherence to ethical standards. Work effectively with individuals from diverse backgrounds and contribute positively to a team environment.Experience: Exhibits emotional maturity, resilience, and the interpersonal skills required to engage respectfully and effectively with individuals in recovery, and to support group dynamics in a diverse treatment community. AOD COUNSELOR CAREER LADDER AOD I — Intern / Trainee (Pre- Certification) AOD II — Certified Counselor AOD III — Advanced Certified Counselor Minimum Education High school diploma or GED; enrolled in approved SUD coursework. Must complete 80 hours of SUD education within 6 months of registration toward CCAPP (RADT) or other state of California certifying body. Completion of 315 hours of state-approved SUD education. Advanced education preferred (AA/AS or BA depending on certifying body). Registration / Certification Registered with CCAPP: RADT or similar level credential with other accredited certifying bodies. Certified with CCAPP: CADC-I, or similar level credential with other accredited certifying bodies. Certified with CCAPP: CADC-II, or similar level credential with other accredited certifying bodies. Practicum / Field Hours None required at entry. Practicum completed as defined by applicable certifying body. Verified field hours completed as defined by applicable certifying body.Physical Demands: While performing the responsibilities of this job, the employee is continuously required to talk and hear. The employee is continuously required to sit, stand, walk, and use their hands and fingers to handle or feel. The employee may regularly be required to reach with arms and hands overhead or below the waist, and may be required to stoop, kneel, or crouch. The employee is regularly required to lift, carry, push, or pull up to 25 pounds. Vision abilities required for this job include close vision. The employee must be able to perform all physical requirements of the job with or without reasonable accommodation. These physical demands represent the essential physical requirements necessary for an employee to successfully perform this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions.Medical History: All employees who have or may have contact with participants, or who work in food preparation, are required to complete a Health Screening Report or Health Questionnaire as part of onboarding. The Health Screening Report must be completed and signed by a licensed medical practitioner to confirm the employee’s ability to safely perform the essential functions of the position. All employees will also complete a confidential self-report health questionnaire in accordance with ADA/FEHA requirements. A TB test must be completed under licensed medical supervision no more than 60 calendar days prior to hire or within 7 calendar days after hire and must be renewed annually based on the date of the last TB screening.Work Environment: This position is primarily located in Santa Monica and may involve working in participant-accessible areas, group rooms, offices, and other designated program spaces. The work environment is fast-paced and requires the ability to adapt to changing participant needs and support a supportive program setting. The role involves regular interaction with participants who may exhibit challenging behaviors, including escalations or physical agitation. The position requires the ability to operate standard office equipment and complete documentation at a computer workstation. The employee may be required to work in a confined or shared space at times. While performing the responsibilities of the job, the work environment characteristics are representative of those the