Intake Coordinator - Per-diem

Job Description 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.

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

• 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

• 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

• 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

• 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

• 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

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.

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