Intake Coordinator

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Description

POSITION SUMMARY

The Intake Coordinator oversees the intake and admissions process for all Behavioral Health Allies (BHA) programs, including the Academy, Early Intervention Clinic, Community Living, and Out-of-State placements. This role manages referrals from initial inquiry through admission or denial, ensuring timely, consistent, and compliant reviews aligned with BHA's clinical, educational, and operational standards. The Intake Coordinator serves as the primary point of contact for families, referral partners, and internal teams while maintaining accurate documentation, coordinating interdisciplinary reviews, and supporting a positive intake experience.

QUALIFICATIONS

Education & Experience

• Associate's or Bachelor's degree in Human Services, Psychology, Education, Social Work, Healthcare Administration, Business, or a related field preferred; equivalent experience considered.
• 2-4 years of experience in intake, admissions, case management, care coordination, or a related healthcare, education, or behavioral health setting.
• Experience managing high-volume referrals, coordinating across departments, and working with confidential documentation.
• Familiarity with electronic health records, student information systems, or case management software preferred.

Skills & Competencies

• Excellent organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Strong attention to detail, sound judgment, and problem-solving abilities.
• Proficient in Microsoft Office and database/case management systems.
• Ability to work independently and collaboratively while demonstrating professionalism, integrity, and ethical decision-making.

KEY RESPONSIBILITIES

• Manage the centralized intake process for all BHA referrals from inquiry through admission or denial.
• Review referrals for completeness, eligibility, and compliance with organizational, payer, and regulatory requirements.
• Coordinate intake reviews with clinical, education, operations, finance, and leadership teams.
• Serve as the primary contact for families, referral sources, and internal stakeholders, providing timely updates and guidance throughout the intake process.
• Obtain, verify, and maintain all required clinical, educational, medical, consent, and funding documentation.
• Schedule intake meetings, assessments, observations, and tours as needed.
• Maintain intake tracking systems, dashboards, waitlists, and referral reports.
• Monitor referral metrics, conversion rates, timelines, and census data to support operational planning and continuous improvement.
• Identify process improvements to increase efficiency and enhance the intake experience.
• Ensure compliance with HIPAA, organizational policies, and documentation standards.

OTHER DUTIES

• Participate in meetings, trainings, committees, and quality improvement initiatives.
• Support reporting, audits, and special projects as assigned.
• Perform other duties as needed while upholding BHA's mission, values, and commitment to exceptional service.

Requirements

Schedule: Full-Time | Monday-Friday | 8a-4:30p

FULL-TIME BENEFITS

• Medical, Dental, and Vision coverage
• OnDemand Pay (access your pay when you need it)
• Health Savings Account (HSA) / Flexible Spending Account (FSA) options
• Short- and Long-Term Disability coverage
• 401(k) with company match
• Additional $100 monthly wellness benefit after 90 days

Pay Rate: Our compensation is competitive within the market. The starting rate for this position begins at $25.50 per hour, with your final offer based on a combination of your education, relevant experience, and overall qualifications.