What are the responsibilities and job description for the Intake Coordinator position at California Prime Recovery?
Overview
The Intake Coordinator is responsible for executing all day-of-admission intake activities with precision, urgency, and professionalism. This role ensures that every client arriving for treatment is properly registered, clinically and administratively cleared, documented accurately in the EMR, and smoothly transitioned into programming the same day.
This is a high-volume, fast-paced, operations-focused role requiring exceptional attention to detail, strong crisis-management skills, and the ability to juggle multiple intakes simultaneously while maintaining accuracy and compassion.
Responsibilities
- Coordinate and execute all intake tasks on the day a client arrives, ensuring a seamless admission experience.
- Verify demographic, insurance, and financial information and confirm authorization status prior to or upon arrival.
- Accurately enter, update, and audit all client data in the EMR system in real time, ensuring compliance and completeness.
- Prepare and process intake documentation, including consents, releases of information, program agreements, and facility policies.
- Notify and update Utilization Review with all new admissions, ensuring timely authorization, accurate level-of-care placement, and payer compliance.
- Communicate clearly with clinical, nursing, case management, housing, and Utilization Review teams to confirm readiness for admission.
- Manage multiple concurrent admissions while maintaining accuracy, organization, and time sensitivity.
- Remain calm and solution-oriented during crises, including distressed clients, family members, scheduling conflicts, or last-minute changes.
- Identify operational issues or barriers to admission and proactively resolve them to avoid delays or denials.
- Ensure compliance with internal policies, payer requirements, and regulatory standards.
- Track intake progress and handoffs to ensure clients are fully cleared and enrolled in programming the same day.
Experience, Skills and Qualifications
- 1 year of experience in healthcare admissions, intake coordination, or behavioral health operations.
- High proficiency with EMR systems (behavioral health EMRs preferred).
- Exceptional attention to detail with the ability to manage complex documentation accurately.
- Proven ability to stay calm, focused, and professional during high-stress situations.
- Strong organizational and time-management skills, capable of juggling multiple admissions at once.
- Operations-minded with a strong sense of process, follow-through, and accountability.
- Excellent verbal and written communication skills.
- Comfortable working in a fast-paced, client-facing environment.
- RADT or equivalent registration/certification
Preferred Qualifications
- Experience in PHP or IOP outpatient treatment settings.
- Familiarity with insurance verification, authorizations, and Utilization Review workflows.
- Understanding of HIPAA and regulatory compliance in behavioral healthcare.
Pay: $24.00 - $27.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid sick time
- Paid time off
- Vision insurance
Experience:
- Behavioral health: 1 year (Required)
License/Certification:
- RADT, CADC or equivalent certification (Required)
Work Location: In person
Salary : $24 - $27