Admissions and Intake Coordinator

Admissions Intake Counselor

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.

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.

1. Intake Assessment and Clinical Screening

   1. 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.
   2. 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).
   3. 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.
   4. 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.

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.

1. 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.
2. Deliver educational content on substance use, recovery principles, wellness, community resources, and related topics to support participant understanding and engagement.
3. 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.

1. Admissions Coordination

   1. 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.
   2. 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.
   3. 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.
   4. 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.
   5. Assess re-admission conditions for returning participants and ensure appropriate documentation supports continuity of care and clinical decision-making.

1. Documentation and Billing

   1. 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.
   2. Ensure all participant charts meet contractual, regulatory, and CLARE|MATRIX standards, including proper documentation of services, signatures, consents, assessments, and required program forms.
   3. Complete documentation in real time or within required timeframes to support quality care, billing accuracy, and compliance with program expectations.
   4. 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.
   5. 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.
   6. Document all case management contacts, referrals, follow-up activities, and participant coordination efforts in accordance with program expectations.

1. Safety and Compliance

   1. 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.
   2. Protect participant information by maintaining strict confidentiality and ensuring all records, conversations, and electronic data meet HIPAA and organizational privacy standards.
   3. 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.
   4. Follow all CLARE|MATRIX, OSHA, and CAL-OSHA health and safety regulations. Support the maintenance of a safe environment for participants and staff.
   5. Complete incident reports accurately and in a timely manner, in accordance with organizational and regulatory requirements.

1. Teamwork and Collaboration

   1. 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.
   2. 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.
   3. 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.
   4. Maintain positive and professional relationships with community partners and collaborate with outside agencies as part of the continuum of care, when applicable.
   5. 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.
   6. 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.

2. Secondary Areas of Responsibility

   1. Perform other job-related duties as assigned.

3. Qualifications

   1. Education and Credentials:

      1. Must be registered or certified as an Alcohol and Other Drug (AOD) Counselor with a California-recognized certifying organization, such as:
      1. CCAPP (California Consortium of Addiction Programs and Professionals)
      2. CADTP (California Association of DUI Treatment Programs)
      3. CAADE (California Association for Alcohol/Drug Educators)
   2. 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.
   3. Must obtain and maintain First Aid and CPR certification. Must meet