Intake Coordinator

Muir Wood Adolescent & Family Services•Petaluma, CA

3h•Hybrid

About The Position

Be the first point of contact for families seeking help for their teen. You'll guide parents through the admissions process—answering calls, verifying insurance, completing screenings, and coordinating smooth transitions into treatment. This role is central to our mission: every family's journey starts with you. Muir Wood provides trauma-informed, relationship-centered residential treatment for teens ages 12–17 struggling with mental health and substance use challenges. Join a team committed to clinical excellence, compassion, and collaboration.

Requirements

1+ year experience in admissions or intake in a behavioral health setting (residential preferred)
High school diploma
Valid driver's license and reliable transportation
Strong verbal and written communication skills
Comfortable discussing insurance, benefits, and sensitive family situations with empathy and professionalism

Nice To Haves

Bachelor's degree
Spanish-speaking a plus
Experience with Salesforce, EHR systems, and DocuSign
Background in adolescent treatment or mental health admissions

Responsibilities

Answer intake calls promptly and professionally, including evenings and weekends, depending on schedule
Return missed calls, voicemails, and inquiry forms in a timely manner
Verify insurance benefits (VOB) and communicate coverage and out-of-pocket costs to families
Complete admissions screenings and assessments
Coordinate with Kaiser case managers and referral sources to ensure smooth admissions
Document all communications in Salesforce and maintain accurate records
Process admission documents via DocuSign and create new clients in EHR
Work closely with clinical and business development teams to hand off new admissions efficiently
Coordinate resources with community services and agencies as needed