Intake Coordinator - Full time

Job Description

Job Description

Banyan Treatment Centers is seeking an organized and customer-service–driven Intake Coordinator to support admissions operations within our Behavioral Health Support (BHS) team. This onsite, per-diem role plays a critical part in coordinating intake workflows, managing documentation, and serving as a professional and compassionate point of contact for clients, families, and referral partners.

The Intake Coordinator supports admissions flow, maintains accurate and compliant records, and helps ensure a smooth, welcoming transition into care while upholding Joint Commission standards and organizational expectations.

• Reporting To: Executive Director
• Department: Intake / Behavioral Health Support
• Schedule: Full time, Sun- Thurs, 2:00pm –10:30 PM
• Location: Waelder, TX
• Compensation: $18 hourly

Intake Coordination & Admissions Support

• Monitor Salesforce for new inquiries and pending admissions requiring onsite intake support.
• Support lead progression through timely follow-up, intake assistance, and accurate documentation. Convert leads to admissions in Salesforce as directed and in coordination with the Admissions team.
• Communicate effectively with referral sources, utilization reviewers, and case managers to support admissions workflows.

Administrative & Systems Management

• Create and maintain potential admission files in the Kipu electronic medical record (EMR).
• Upload, organize, and track required intake documentation, including verification of benefits (VOB), pre-admission screenings, demographic and insurance information, and referral source details.
• Assist in obtaining all required consents, identification, and financial documentation prior to admission.
• Maintain accurate, complete, and compliant records in accordance with Joint Commission and organizational standards.
• Maintain and update onsite intake tracking tools (e.g., whiteboards or electronic logs) with travel details, projected bed availability, client summaries, and contact information.

Customer Service & Client Experience

• Serve as an onsite point of contact for clients, families, visitors, and referral partners.
• Communicate intake steps and expectations clearly using trauma-informed, client-centered communication.
• Address questions, concerns, and objections with professionalism, empathy, and solution-focused responses.
• Maintain confidentiality and professionalism in all interactions.

Coordination, Collaboration & Support

• Assist with intake calls and screenings as needed.
• Coordinate client travel logistics in collaboration with Behavioral Health Technician (BHT) supervisors.
• Work closely with Behavioral Health Support, Admissions, Clinical, and Facility teams to ensure smooth, compliant transitions into care.
• Maintain required competencies related to intake processes, documentation standards, and client assessments.

• Associate’s degree and/or equivalent relevant experience.
• One (1) to two (2) years of experience in behavioral health, substance use treatment, healthcare coordination, or healthcare-based customer service preferred.
  Current CPR certification (required).
• Strong administrative, organizational, and time-management skills.
• Excellent verbal and written communication skills with the ability to build rapport quickly.
• Experience with customer service, intake coordination, or sales support functions.
• Working knowledge of confidentiality laws, accreditation requirements, and Joint Commission standards.
• Strong attention to detail with a focus on documentation accuracy and compliance.
• Ability to analyze information, follow procedures, and support quality improvement efforts.
• Experience with Kipu EMR and/or Salesforce systems, preferred.
• Prior experience supporting intake or admissions operations in a behavioral health setting, preferred.

Banyan Treatment Centers is a nationally recognized leader in addiction and mental health care, accredited by The Joint Commission. As an Intake Coordinator you will:

• Join a mission-driven organization with nationwide reach and a strong commitment to ethical, compliant care.
• Serve as a key onsite support in the intake process, helping clients and families navigate their first steps into treatment with clarity, compassion, and professionalism.
• Play an essential role in supporting admissions flow through accurate documentation, timely follow-up, and adherence to accreditation standards.
• Collaborate closely with Behavioral Health Support, Admissions, Clinical, and Facility teams in a fast-paced, team-oriented environment.
• Make a direct impact on access to care by delivering exceptional customer service while supporting survey readiness and quality standards.

If you are detail-oriented, customer-service driven, and passionate about supporting access to quality behavioral health care, we encourage you to apply. Join Banyan Treatment Centers and be part of a mission-driven team making a meaningful impact every day.

EOE