Intake Coordinator

Position Summary

We are seeking a highly organized, customer-service–driven Intake Coordinator to join our Behavioral Health Support (BHS) team in an onsite, per-diem capacity.

This role supports the intake and admissions workflow through administrative coordination, documentation management, and direct communication with clients, families, and referral partners. The Intake Coordinator plays a vital role in supporting admissions flow, maintaining compliance with Joint Commission standards, and delivering a professional, compassionate client experience.

Position Details:

• Reports to: Clinical Director
• Department: Intake/ Behavioral Health Support
• Location: Waelder, TX (On-site)
• Schedule: Per-diem, as needed.

Key Responsibilities

Intake Coordination & Admissions Support

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

Administrative & Systems Management

• Create and maintain potential admission files in Kipu EMR
• Upload, organize, and track all required documentation, including: Verification of Benefits (VOB), Pre-Admission Screenings, Demographic and insurance information, Marketer 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 standards
• Update onsite intake tracking tools (e.g., whiteboard) 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 and client-centered communication
• Address questions, concerns, and objections with professionalism, empathy, and solution-focused responses
• Maintain confidentiality and professionalism in all interactions

Coordination & Support

• Assist with intake calls and screenings as needed
• Coordinate client travel logistics in collaboration with 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

Qualifications & Requirements

• Associate's Degree and/or equivalent relevant experience
• 1–2 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
• Experience with customer service, intake coordination, or sales support functions
• Excellent verbal and written communication skills
• Ability to build rapport quickly with clients, families, and referral partners
• Experience with Kipu EMR and/or Salesforce preferred
• 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

Why Join Banyan Treatment Centers?

This is an opportunity to make a meaningful impact within a nationally recognized leader in addiction and mental health care. As our Intake Coordinator (Behavioral Health Support), you will:

• Join a mission-driven, Joint Commission–accredited 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 care with clarity, compassion, professionalism, and trauma-informed communication.
• Play an essential role in supporting admissions flow through strong administrative coordination, timely follow-up, accurate EMR documentation (Kipu preferred), and adherence to confidentiality and accreditation standards.
• Collaborate closely with Behavioral Health Support, Admissions, Clinical, and Facility teams to ensure a smooth, compliant, and client-centered transition into treatment.
• Make a direct, day-to-day impact on client access to care by providing exceptional customer service while supporting documentation accuracy, survey readiness, and quality standards in a fast-paced, team-oriented environment.

Apply Now

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

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.