Administrative & Intake Coordinator

Job Description

Job Description

HCO Behavioral Health is currently hiring a highly organized, detail-oriented, and customer-focused Administrative & Intake Coordinator to support our growing team at our Lafayette office. This is a critical front-line position responsible for ensuring a smooth intake process, supporting daily administrative operations, and delivering excellent service to our clients.

Ideal candidates should have strong administrative and multitasking skills, experience with insurance verification, and the ability to thrive in a fast-paced behavioral health setting. Preference will be given to individuals with a background in behavioral sciences, psychology, social work, or those who are a provisionally licensed counselor.

Position Overview:

The Administrative & Intake Coordinator will serve as the first point of contact for clients and referral sources, ensuring a smooth, welcoming intake experience and supporting the daily administrative functions of the clinic. This individual plays a key role in verifying insurance, scheduling assessments, processing documentation, and assisting with front desk operations.

This position may also include responsibilities as a Mental Health Specialist or clinical support staff if the candidate holds the appropriate background or credentials.

Key Responsibilities:

Administrative & Intake Duties:

• Serve as the first point of contact for new and returning clients
• Manage phone calls, voicemails, emails, and in-person inquiries
• Collect and process new client intake paperwork
• Verify client insurance eligibility and benefits (including Medicaid and commercial plans)
• Schedule client assessments and follow-up appointments
• Maintain accurate client records and documentation in the EHR system (e.g., Notenetic)
• Coordinate with clinicians and leadership regarding scheduling and client needs
• Assist in creating and tracking referral reports and service logs
• Follow up on missing documents, eligibility issues, and intake concerns

Administrative Support:

• Manage front desk operations and office supplies
• Assist with filing, scanning, and faxing documentation as needed
• Maintain confidentiality and HIPAA compliance at all times
• Support office flow and team communication
• Participate in staff meetings and assist with coordination of clinical and administrative processes

Optional (Preferred): Direct Care /Mental Health Professional

• Provide basic support services to clients if eligible to serve as a Mental Health Professional
• Assist in client engagement, check-ins, and referrals to appropriate providers
• Perform additional support functions based on licensure or experience in social work, counseling, or behavioral sciences

Qualifications:

• High School Diploma or equivalent (Required)
• Associate or Bachelor’s degree preferred (Behavioral Science, Psychology, Sociology, Social Work, Counseling, or related field)
• Minimum 1 year of administrative or intake experience (healthcare or behavioral health setting preferred)
• Experience with insurance verification (Medicaid and commercial) strongly preferred
• Excellent customer service, organizational, and communication skills
• Ability to multitask and manage a fast-paced front office environment
• Detail-oriented with strong follow-through and accountability
• Proficient in basic computer use, including Microsoft Office and electronic records systems
• Must be reliable, professional, and able to work independently and collaboratively