Outpatient Intake Coordinator

Job Description

Job Description:\n\n Job Title: Outpatient Intake Coordinator \n Position Type: Full Time\n Location: Spring Branch/Montrose \n Reports To: Senior Director of IOP\n Travel Percentage: <10%\n Department: IOP \n Salary: $60k-$75k \n Pay Schedule: Semi-monthly\n _____________________________________________________________________________________\n Position Summary\n The Outpatient Intake Coordinator serves as the primary point of entry for individuals seeking outpatient behavioral health services at The Women’s Home and provides backup support for residential intake as needed. This position advances our mission to build communities that strengthen women and support families as they reclaim their stability by ensuring clients experience a timely, respectful, and coordinated pathway into services.\n Guided by The Women’s Home’s WholeLife® Model and core values of Dignity, Integrity, Inclusiveness, Stewardship, and Wholistic Growth, the Outpatient Intake Coordinator combines clinical screening and assessment, admissions coordination, referral management, community outreach, partnership development, and direct therapeutic services as assigned.\n The position is responsible for creating and maintaining a sustainable referral pipeline and an efficient admissions process that supports continuous client volume across outpatient services. The ideal candidate is licensed, clinically sound, highly organized, relationship-focused, and committed to helping each client recognize their unique value and potential.\n Essential Duties and Responsibilities\n Intake and Admissions Coordination\n \n Serve as the primary clinical point of contact for individuals seeking outpatient services, their families, referral sources, and community partners. \n Create a welcoming, trauma-informed, and dignified intake experience that respects each client’s circumstances, identity, strengths, and goals. \n Respond promptly and professionally to referrals and inquiries regarding outpatient services. \n Coordinate the intake process from initial inquiry through screening, assessment, eligibility determination, admission, and enrollment. \n Conduct telephone screenings and comprehensive biopsychosocial assessments. \n Apply clinical judgment, DSM-5-TR criteria, and approved assessment tools to determine program eligibility and the appropriate level of care. \n Assess client needs across applicable WholeLife® domains, including emotional, physical, financial, social, spiritual, and vocational wellness. \n Coordinate appointments, authorizations, releases, medical clearances, and required documentation. \n Track prospective clients throughout the intake process and provide timely follow-up to reduce missed appointments, incomplete admissions, and delays in care. \n Work closely with the Residential Intake Coordinator and Client Access Representative to support coordinated screening, referrals, admissions, and warm handoffs. \n Provide backup coverage for residential intake functions as needed, consistent with established procedures, qualifications, and program requirements. \n Work collaboratively with residential and outpatient leadership and staff to promote continuity, timely access, and appropriate placement. \n Identify barriers to services and recommend equitable, client-centered improvements to the intake process. \n Provide appropriate referrals and warm handoffs when an individual requires services outside The Women’s Home’s scope or a different level of care. \n \n Referral Pipeline and Continuous Client Volume\n \n Develop, implement, and maintain a structured referral pipeline that supports continuous client volume and established outpatient census goals. \n Create a consistent flow of qualified referrals through intentional outreach, partnership development, responsive communication, and relationship management. \n Maintain an active pipeline identifying new inquiries, scheduled screenings, pending assessments, admission-ready clients, enrolled clients, and referrals requiring follow-up. \n Establish a consistent outreach and follow-up cadence with prospective clients and referral partners. \n Monitor referral volume, assessment availability, admissions, anticipated discharges, program capacity, and census trends to identify and address potential service gaps. \n Coordinate with residential and outpatient leadership and staff to align admissions activity with program capacity, clinical schedules, staffing, and client needs. \n Track referral sources, response times, conversion rates, missed appointments, admission barriers, and referral outcomes. \n Analyze pipeline data to identify trends, underserved populations, access barriers, and opportunities for responsible program growth. \n Provide routine pipeline and census updates to residential and outpatient leadership, including identified risks, barriers, and recommended actions. \n Balance census goals with clinical appropriateness, ethical decision-making, quality of care, and responsible stewardship of organizational resources. \n \n Community Outreach and Partnership Development\n \n Develop and maintain collaborative relationships with hospitals, treatment providers, healthcare professionals, courts, schools, shelters, social-service organizations, faith-based organizations, and other community partners. \n Identify and cultivate new partnerships that align with The Women’s Home’s mission, WholeLife® Model, programs, and community needs. \n Attend community meetings to strengthen relationships, represent The Women’s Home, identify emerging needs, and expand referral opportunities. \n Represent The Women’s Home at networking events, resource fairs, presentations, and other outreach activities. \n Educate prospective clients, families, and referral partners about available outpatient and residential services, eligibility requirements, and referral processes. \n Conduct consistent follow-up with referral partners to strengthen engagement and generate appropriate referrals. \n Coordinate program tours, presentations, informational sessions, and other approved community-engagement activities. \n Collaborate with residential and outpatient leadership and Development/Advancement to ensure outreach materials and external messaging accurately represent The Women’s Home’s mission and services. \n Maintain accurate records of community contacts, meetings, outreach activities, referrals received, and resulting admissions. \n Evaluate outreach effectiveness and adjust strategies based on referral quality, community needs, admission outcomes, and program capacity. \n Foster inclusive partnerships that expand access for individuals experiencing barriers to behavioral health and recovery services. \n \n Clinical Services\n \n Maintain an assigned outpatient counseling caseload based on program needs and intake responsibilities. \n Provide individual, family, and group therapy as assigned. \n Develop person-centered treatment plans that recognize each client’s strengths, culture, needs, and recovery goals. \n Incorporate applicable WholeLife® domains into assessments, treatment planning, referrals, and care coordination. \n Complete treatment plans, progress notes, discharge summaries, and other clinical documentation within required timelines. \n Participate in case staffing, clinical consultation, supervision, and multidisciplinary collaboration. \n Support continuity of care through coordinated referrals, transfers, discharge planning, and connections to community resources. \n Promote client self-determination, stability, resilience, and wholistic growth throughout service delivery. \n \n Compliance and Organizational Stewardship\n \n Ensure intake, referral, outreach, and clinical documentation meets organizational, licensing, payer, funding, and regulatory requirements. \n Maintain accurate records in applicable EHR, HMIS, referral-tracking, and data-management systems. \n Protect confidentiality and comply with HIPAA, 42 CFR Part 2 when applicable, professional ethical standards, and organizational policies. \n Exercise integrity and sound clinical judgment when making eligibility, admission, referral, and level-of-care decisions. \n Use organizational resources responsibly and identify process improvements that enhance access, efficiency, and service quality. \n Participate in audits, quality-improvement initiatives, required training, and clinical supervision. \n Demonstrate The Women’s Home’s values through professional conduct, collaboration, accountability, and service. \n Perform other duties as assigned by the Manager of Clinical Services. \n \n Qualifications\n \n Current Texas licensure or credential as an LPC, LCSW, and LCDC. \n Minimum of two to three years of relevant experience in behavioral health, substance use treatment, intake, assessment, admissions, referral coordination, or community outreach. \n Proficiency in DSM-5-TR diagnostic criteria, clinical assessment, treatment planning, and documentation. \n Knowledge of pre-admission screening, crisis assessment, psychiatric evaluation, and medical-clearance requirements. \n Familiarity with Houston-area behavioral health, substance use, healthcare, housing, and social-service resources. \n Demonstrated ability to develop community partnerships and manage a referral and admissions pipeline. \n Strong clinical judgment, organization, follow-through, relationship-building, and problem-solving skills. \n Excellent written, verbal, interpersonal, and presentation skills. \n Proficiency with electronic health records and electronic data-management systems. \n Ability to work independently and collaboratively within a multidisciplinary team. \n Ability to travel locally for community meetings, outreach activities, partner meetings, and program-related events. \n \n Preferred Qualifications\n \n Experience supporting outpatient or residential admissions, census, and client-volume goals. \n Experience with referral development, community outreach, marketing, or public relations. \n Experience serving women and families impacted by substance use, trauma, homelessness, mental health conditions, or other barriers to stability. \n Knowledge of trauma-informed, person-centered, recovery-oriented, and culturally responsive practices. \n Bilingual English/Spanish skills.\n \n Reasonable Accommodation Notice:We are committed to providing equal access to all applicants. If you require a reasonable accommodation to apply for a position or participate in the interview process, please contact Human Resources.\n Benefits:\n We offer a comprehensive benefits package that includes:\n \n \n Healthcare: Choose from three medical plans, one of which is 100% employer paid. Our plans provide comprehensive coverage to ensure your well-being.\n Retirement: We provide a 401(k) plan with a 4% company match, helping you secure your financial future.\n Paid Time Off: Enjoy 20 days of paid time off (PTO), plus 11 holidays and 2 floating holiday for flexibility in your time management.\n Wellness Programs: Initiatives to support your physical and mental well-being, ensuring a healthy work-life balance.\n Long Term Disability: We offer 100% employer-paid Long Term Disability coverage, providing financial protection in case of extended absence due to illness or injury.\n Life Insurance: Benefit from a 100% employer-paid life insurance option, ensuring the security of your loved ones.\n \n \n Professional Development:\n At the Women's Home, we are committed to your professional growth and development. We provide ongoing training and learning opportunities to help you excel in your role and advance in your career. You'll have access to:\n \n \n On-the-job training and mentorship.\n Workshops and seminars related to your role.\n Opportunities to participate in industry specific conferences.\n Reimbursement of the cost of role-related organization memberships.\n \n \n Imagine Your Impact…\n \n Making a Daily Difference: Picture yourself in a role where your work directly impacts the lives of women in need. Every task, every decision, contributes to positive change.\n A Culture of Dignity: Envision a workplace where dignity is not just a word, but a way of life. Here, you'll be respected and honored, and you'll extend that same respect to those we serve.\n Integrity in Action: See yourself upholding the highest ethical standards in all you do, knowing that your integrity is the foundation upon which our organization is built.\n Stewardship with Purpose: Imagine being part of a team that is not only responsible with resources but is driven by the purpose of creating a better future for our clients and our community.\n Holistic Growth: Envisage a career where you're not only growing professionally but also personally. We invest in your development, helping you reach your full potential.\n \n Who We Are:\n The Women's Home is a leading nonprofit organization dedicated to empowering women and building stronger communities. Since 1957, we have been providing vital support and services to women in need. Our mission is to build communities that strengthen women and support families as they reclaim their stability.\n At the Women's Home, we are committed to fostering an inclusive and supportive work environment where every employee can thrive. We value diversity and believe that our differences make us stronger. Our team is passionate about our mission, and we work collaboratively to make a meaningful impact on the lives of the women we serve.\n We believe in the power of every individual to make a difference. When you join our team, you become part of a community dedicated to building whole lives and empowering women to achieve their fullest potential. \n Are you ready to imagine a brighter future with us?