Intake Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• Competitive salary
• Dental insurance
• Free food & snacks
• Free uniforms
• Health insurance
• Paid time off
• Training & development
• Tuition assistance
• Vision insurance
• Wellness resources

JOB DESCRIPTION – INTAKE COORDINATOR
ASAM Level 3.1 Residential & ASAM Level 1.0 Outpatient Services

Education & Licensure Requirements (Maryland)
Minimum requirement (one of the following):
• Associate’s or Bachelor’s degree in Human Services, Psychology, Social Work, or related field preferred
• Experience in behavioral health intake, admissions, or substance use disorder programs
Preferred qualifications:
• CAC-AD (Certified Associate Counselor–Alcohol and Drug)
• ADT (Alcohol and Drug Trainee) under supervision
• LGPC or LMSW (preferred clinical pathway)
• Community Health Worker (CHW) certification (Maryland or equivalent approved training)
• Certified Medication Technician (CMT) certification (Maryland Board of Nursing approved)
• Medical Assistant certification or equivalent healthcare support experience

Reports To
Program Director

Position Summary
The Intake Coordinator is responsible for managing all aspects of client admissions including screening, eligibility determination, insurance verification, ASAM level-of-care placement, documentation, and coordination with internal and external providers. This role ensures timely access to care, regulatory compliance, and accurate onboarding into ASAM Level 3.1 Residential and ASAM Level 1.0 Outpatient programs.

Core Duties and Responsibilities
1. Inquiry Management & Referral Coordination
• Review applications and website/email inquiries daily (info email inbox monitored continuously)
• Contact referring agents for clinical documentation upon receipt of referral
• Take and respond to intake/referral inquiry calls
• Coordinate with external agencies regarding admission decisions
• Notify agencies of acceptance or denial decisions
• Coordinate denial discussions with Clinical Supervisor when needed
• Ensure clients arrive with medications and required discharge documentation

2. Screening & Intake Scheduling
• Schedule screening appointments with potential admissions
• Conduct video clinical screenings (60-minute sessions in EHR)
• Review screening responses for accuracy, grammar, and completeness
• Complete interpretive summaries after screening
• Schedule screenings primarily Monday, Tuesday, Thursday, and Friday afternoons

3. Intake Clinical Process (Admission Day Workflow)
• Conduct full intake admissions (30–45 minutes) including:

• Consent to treatment 
• ROI documentation 
• Initial treatment plan 
• Emergency contacts 
• Advance Healthcare Directives (AHCD) 
• Admission forms and assessments
  • Identify immediate client needs (clothing, cell phone, essentials)
  • Split intake admissions across Tuesdays and Wednesdays based on volume
  • Ensure timely completion of all intake encounters 

4. Insurance Verification & Eligibility (EVS/EHR)
• Run EVS eligibility for new clients and upload into EHR
• Run EVS updates for current clients (MCO changes/redeterminations)
• Upload and maintain insurance documentation in EHR
• Provide updated caseload and insurance data to Anchor and CTR weekly (Monday/Tuesday mornings)

5. Background & Registry Screening Compliance
• Conduct National Sex Offender Registry checks and upload into Ritten
• Conduct Maryland Sex Offender Registry checks
• Conduct Maryland Case Search checks for all clients
• Conduct out-of-state case searches when applicable
• Document all findings in EHR prior to admission approval

6. Clinical Coordination & Communication
• Coordinate intake scheduling with Clinical Supervisor, Education & Training Coordinator, and residential leadership
• Send intake updates to treatment team after completion of admissions (Tuesday/Wednesday afternoons)
• Participate in treatment team meetings regarding upcoming admissions (Thursdays)
• Participate in client care team meetings (as scheduled)
• Coordinate follow-up when clients arrive without medications or required items

7. Data Management & Reporting
• Maintain accurate intake logs and admission tracking systems
• Complete CTR intake forms for upcoming admissions
• Upload all intake documentation into Ritten/EHR
• Ensure accuracy and completeness of all intake records

8. Monitoring & Compliance Activities
• Monitor client drug screening status and medication compliance twice weekly
• Ensure intake compliance with ASAM criteria and program admission standards
• Maintain confidentiality and HIPAA compliance at all times
• Ensure all intake documentation meets Joint Commission and COMAR requirements

9. Training & System Requirements
• Complete Relias or required training modules when due
• Maintain competency in intake systems, Ritten, EVS, and registry platforms
• Participate in ongoing onboarding and compliance training

10. Program Development & Community Coordination
• Develop and maintain relationships with referral agencies and community partners
• Expand external referral networks to support client access to care
• Provide updates and communication to referring agencies regarding client status

Scheduling Summary
Daily Tasks:
• Monitor inquiries, emails, and referral submissions
• Run background checks and insurance verification
• Conduct screenings and intake coordination activities
Weekly Tasks:
• Provide caseload/insurance updates (Monday/Tuesday mornings)
• Send intake summaries to treatment team (Tuesday/Wednesday afternoons)
• Coordinate CTR intake forms and updates
• Attend treatment team and client care meetings (Thursdays)
As Needed:
• Intake admissions and emergency screenings
• Insurance updates and EVS rechecks
• Agency coordination and denial discussions
• Medication intake coordination issues

Other Duties
·         Other duties as assigned by Executive Leadership or designee