Clinical Admissions & Intake Coordinator

Southeastern Integrated Care LLC•Parkton, NC

About The Position

The Clinical Admissions & Intake Coordinator serves as a clinical-facing liaison responsible for managing the full continuum of the admissions and referral process — from initial inquiry through completed clinical intake. This role bridges referral sources, incoming clients, and the clinical team to ensure seamless, compliant, and clinically appropriate onboarding. The Coordinator also supports ongoing clinical integrity through chart audits and intake documentation review, ensuring that records accurately reflect the level of care and clinical rationale from the point of admission.

Requirements

High school diploma or GED required; associate or bachelor’s degree in healthcare administration, behavioral health, or related field preferred.
Minimum 2 years of experience in healthcare admissions, intake, or patient access role, preferably in a behavioral health or substance use treatment setting.
Working knowledge of behavioral health admissions processes, clinical documentation standards, and payer authorization requirements.
Strong organizational skills with the ability to manage multiple concurrent admissions and referral workflows.
Excellent verbal and written communication skills; ability to interact professionally with referral sources, clients, families, and clinical staff.
Proficiency with electronic health records (EHR) systems and standard office software.

Nice To Haves

Experience conducting chart audits or clinical record reviews in a behavioral health setting.
Familiarity with Medicaid, Medicare, and commercial insurance authorization and verification processes.
Experience working in a JCAHO-accredited or state-licensed behavioral health program.

Responsibilities

Serve as the primary point of contact for incoming referrals from hospitals, providers, case managers, and community partners.
Manage the referral-to-admission pipeline, tracking inquiries, following up with referral sources, and facilitating timely clinical screenings.
Coordinate with the clinical team to ensure appropriate level-of-care placement based on presenting needs and clinical criteria.
Maintain referral logs, track conversion rates, and communicate status updates to referral sources throughout the admissions process.
Ensure all required pre-admission documentation (insurance verification, consent forms, clinical history) is collected and organized prior to intake.
Oversee the intake workflow from admission confirmation through the completion of initial clinical documentation.
Coordinate scheduling of intake appointments, clinical assessments, and orientation activities with clinical staff.
Serve as the point of contact for incoming clients and families during the onboarding period, providing clear communication and a supportive experience.
Ensure intake documentation is completed accurately, timely, and in alignment with clinical and regulatory requirements.
Collaborate with clinical staff to flag incomplete or inconsistent intake information and facilitate resolution.
Conduct routine audits of intake charts to verify completeness, accuracy, and clinical consistency of admission documentation.
Review charts for correct capture of presenting problem, clinical justification for level of care, consent documentation, and initial treatment plan components.
Identify documentation gaps or discrepancies and communicate findings to the Clinical Director and treating clinician.
Maintain audit tracking logs and prepare summary reports for clinical leadership review.
Support the clinical team in developing and reinforcing intake documentation best practices.
In the current organizational structure, provides administrative support for utilization-related functions including insurance authorization tracking, level-of-care documentation, and initial payer communication as directed.
Maintains records necessary to support authorization requests and collaborates with clinical staff to ensure documentation supports medical necessity.
This function is anticipated to transition to a dedicated Utilization Department as that infrastructure is developed; responsibilities will be updated accordingly.
Maintains regular communication with the Clinical Director regarding census, referral trends, documentation concerns, and intake workflow issues.
Partners with clinical, administrative, and operations staff to ensure a coordinated and high-quality admission experience.
Participates in team meetings, process improvement initiatives, and staff training related to admissions and intake.