Intake Coordinator

Position: Intake Coordinator - Full time
Location: Waelder

Intake Coordinator | Waelder, TX | Full-Time
$18/hr | Sunday - Thursday, 2:00 PM - 10:30 PM | Onsite

Banyan Treatment Centers is seeking an organized, compassionate, and customer-service-driven Intake Coordinator to join our team in Waelder, TX. Situated between Austin and San Antonio in the heart of rural South Texas, this role is the first face new patients and their families see when they arrive for treatment and that first impression matters enormously. You'll own the onsite intake process from arrival through admission, ensuring every person who walks through our doors feels welcomed, informed, and supported from the very first moment.

This is a meaningful role for someone who understands that access to care starts with a human connection and who takes pride in getting the details right when it matters most.

About Banyan Treatment Centers

Banyan Treatment Centers is a leading national provider of intensive treatment for individuals facing substance use and mental health disorders. Backed by TPG's Rise Fund, Banyan is rapidly expanding access to high-quality, compassionate care.

Why Join Our Team?

• You own the front door - as the onsite point of contact for new admissions, you play a direct and visible role in how patients and families experience their first hours in treatment. That work is both consequential and deeply meaningful.
• Mission-driven work at a Joint Commission-accredited organization with the stability, resources, and reach of a national provider - right in your own community.
• A team built to last - the Waelder facility is led by tenured leadership that knows this work and invests in the people doing it. There's room to grow here for the right person.
• Cross-functional collaboration - you'll work closely with Admissions, Clinical, Behavioral Health Support, and Facility teams in a fast-paced, team-oriented environment.
• Detail-driven impact - your accuracy in documentation, benefits verification, and compliance directly supports patient access to care and the facility's accreditation readiness.
• Comprehensive benefits including medical, dental, and vision insurance; life insurance and disability coverage; 401(k) with employer match; paid time off and holidays; wellness incentives; and employee assistance programs.

Key Responsibilities

Onsite Intake & Admissions

• Serve as the primary onsite point of contact for new patients, families, visitors, and referral partners upon arrival
• Conduct and manage the full onsite intake process, including receiving and processing new admissions from arrival through program entry
• Handle, inventory, and log patient property in accordance with facility policy
• Perform verification of benefits (VOB) at the point of admission and ensure accuracy of insurance and financial documentation
• Communicate intake steps and expectations clearly using trauma-informed, client-centered communication
• Address questions, concerns, and objections from patients and families with professionalism, empathy, and solution-focused responses

Administrative & Documentation

• Monitor Salesforce for new inquiries and pending admissions requiring onsite intake support
• Create and maintain admission files in the Kipu electronic medical record (EMR)
• Upload, organize, and track required intake documentation including VOB, pre-admission screenings, demographic and insurance information, and referral source details
• Assist in obtaining all required consents, identification, and financial documentation prior to admission
• Convert leads to admissions in Salesforce as directed and in coordination with the Admissions team
• Maintain and update onsite intake tracking tools with travel details, projected bed availability, client summaries, and contact information
• Maintain accurate, complete, and compliant records in accordance with Joint Commission and organizational standards

Coordination & Collaboration

• Communicate effectively with referral sources, utilization reviewers, and case managers to support admissions workflows
• Coordinate client travel logistics in collaboration with BHT supervisors
• Assist with intake calls and screenings as needed
• Work closely with Behavioral Health Support, Admissions, Clinical, and Facility teams…