Intake & Admissions Coordinator

The Intake & Admissions Coordinator is the first voice and face of Turnwell Mental Health for patients seeking outpatient psychiatric services. This role manages the full patient intake process — from initial inquiry through scheduling of the first appointment — across four outpatient clinic locations. Turnwell's patient pipeline is referral-driven, meaning this role operates in a consistently high-volume environment with steady, ongoing inbound demand from a wide network of referring providers, primary care practices, schools, hospitals, and community agencies.

The volume of referrals across four sites is substantial, and the pace of this role reflects that — this is not a low-volume administrative position.

The ideal candidate is someone who thrives in a busy, referral-heavy environment, can manage a large and active inquiry pipeline without losing responsiveness or accuracy, and brings genuine warmth to every patient interaction regardless of how high the call volume gets. They combine strong knowledge of outpatient insurance verification with the organizational skills to keep four clinics' worth of intake moving efficiently and without bottlenecks.

Note:

This role is on-site.

Essential Functions Serve as the centralized intake point of contact across all four Turnwell outpatient clinic locations, managing inbound referrals and patient inquiries from each site's referral network simultaneously

Respond promptly to a high volume of inbound calls, online inquiries, and referrals from prospective patients, families, providers, and community partners — referral volume across four clinics is continuous and demand is not seasonal; the expectation is consistent, timely follow-through on every inbound contact

Conduct initial intake screenings to gather demographic, clinical, and insurance information and determine fit with the appropriate clinic location, provider specialty, and available appointment slots

Manage an active referral pipeline across all four sites, tracking inquiry status, following up on pending referrals, and minimizing drop-off between initial contact and scheduled first appointment

Perform insurance eligibility and benefits verification for all prospective patients, including Medicaid, Medicare, and commercial plans; confirm outpatient behavioral health coverage, co-pays, deductibles, and prior authorization requirements before scheduling

Communicate benefits and any anticipated out-of-pocket costs clearly and sensitively; connect patients to financial assistance resources when applicable

Schedule initial psychiatric evaluations and follow-up appointments across four clinic schedules, coordinating provider availability with patient preferences to optimize access and keep schedules full Collect and process new patient intake paperwork — demographic forms, consent documents, release of information authorizations — ensuring all documentation is complete before the first appointment at each respective site Maintain accurate, up-to-date records for all four clinic locations within the practice management and EHR systems, keeping referral tracking and scheduling data current in real time Coordinate with clinical and administrative staff at each clinic location to facilitate timely triage of urgent referrals and appropriate escalation when a higher level of care is indicated

Cultivate and maintain relationships with referring providers, primary care offices, schools, hospitals, and community agencies across all four service areas, serving as a reliable and responsive point of contact for the referral network

Ensure compliance with HIPAA and all applicable federal, state, and practice-level privacy and intake requirements across all locations

What to Expect:
Volume and Pace This role…