Intake Coordinator

Banyan Treatment Centers is seeking an organized and customer-service–driven Intake Coordinator to support admissions operations within our Behavioral Health Support (BHS) team. This onsite, per-diem role plays a critical part in coordinating intake workflows, managing documentation, and serving as a professional and compassionate point of contact for clients, families, and referral partners.

About the role

The Intake Coordinator supports admissions flow, maintains accurate and compliant records, and helps ensure a smooth, welcoming transition into care while upholding Joint Commission standards and organizational expectations.

Reporting to: Executive Director
Department: Intake / Behavioral Health Support

Responsibilities

• Intake Coordination & Admissions Support
  • Monitor Salesforce for new inquiries and pending admissions requiring onsite intake support.
  • Support lead progression through timely follow-up, intake assistance, and accurate documentation.
  • Convert leads to admissions in Salesforce as directed and in coordination with the Admissions team.
  • Communicate effectively with referral sources, utilization reviewers, and case managers to support admissions workflows.
• Administrative & Systems Management
  • Create and maintain potential admission files in the Kipu electronic medical record (EMR).
  • Upload, organize, and track required intake documentation, including verification of benefits (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.
  • Maintain accurate, complete, and compliant records in accordance with Joint Commission and organizational standards.
  • Maintain and update onsite intake tracking tools (e.g., whiteboards or electronic logs) 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, client-centered communication.
  • Address questions, concerns, and objections with professionalism, empathy, and solution-focused responses.
  • Maintain confidentiality and professionalism in all interactions.
• Coordination, Collaboration & Support
  • Assist with intake calls and screenings as needed.
  • Coordinate client travel logistics in collaboration with Behavioral Health Technician (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.

Requirements

• One to two years of experience in behavioral health, substance use treatment, healthcare coordination, or healthcare-based customer service
• High-school diploma/equivalent; Associate's degree or higher, preferred
• Strong administrative, organizational, and time-management skills
• Excellent verbal and written communication skills with the ability to build rapport quickly
• Experience with customer service, intake coordination, or sales support functions
• Working knowledge of confidentiality laws, accreditation requirements, and Joint Commission standards
• Strong attention to detail with a focus on documentation accuracy and compliance

Qualifications (Preferred)

• Associate's degree or higher
• Prior experience supporting intake or admissions operations in a behavioral health setting
• Experience verifying benefits
• Experience with Kipu EMR and/or Salesforce systems
• Lived experience with recovery is valued

Benefits

• Join a mission-driven 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 treatment with clarity, compassion, and professionalism.
• Play an essential role in supporting admissions flow through accurate documentation, timely follow-up, and adherence to accreditation standards.
• Collaborate closely with Behavioral Health Support, Admissions, Clinical, and Facility teams in a fast-paced, team-oriented environment.
• Make a direct impact on access to care by delivering exceptional customer service while supporting survey readiness and quality standards.

Schedule

Full time, Monday - Friday 8:00 AM - 4:30 PM