Intake Coordinator - Full time

Banyan Treatment Centers•Waelder, TX

3d•Onsite

About The Position

Banyan Treatment Centers is seeking an organized, compassionate, and customer-service-driven Intake Coordinator for its onsite facility in Waelder, Texas. The Intake Coordinator is the primary onsite point of contact for new patients and their families, managing the intake process from arrival through admission and helping each person feel welcomed, informed, and supported. The role works in a fast-paced, team-oriented environment with Admissions, Clinical, Behavioral Health Support, and Facility teams. The position also supports admission administration and coordination, including benefits verification, insurance and financial documentation, electronic medical record files, required consents, and accurate, compliant records. The role is scheduled Sunday through Thursday, 2:00 PM to 10:30 PM, and pays $18 per hour.

Requirements

One to two years of experience in behavioral health, substance use treatment, healthcare coordination, or healthcare-based customer service.
High school diploma or equivalent.
Strong administrative, organizational, and time-management skills.
Excellent verbal and written communication skills and 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 and focus on documentation accuracy and compliance.

Nice To Haves

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.

Responsibilities

Serve as the primary onsite point of contact for new patients, families, visitors, and referral partners upon arrival.
Manage the onsite intake process, receiving and processing new admissions from arrival through program entry.
Handle, inventory, and log patient property according to facility policy.
Verify benefits at admission and ensure insurance and financial documentation is accurate.
Explain intake steps and expectations using trauma-informed, client-centered communication.
Respond to questions, concerns, and objections from patients and families professionally, empathetically, and with solution-focused responses.
Monitor Salesforce for new inquiries and pending admissions needing onsite intake support.
Create and maintain admission files in the Kipu electronic medical record (EMR).
Upload, organize, and track intake documentation, including benefits verification, pre-admission screenings, demographic and insurance information, and referral source details.
Help obtain required consents, identification, and financial documentation before admission.
Convert leads to admissions in Salesforce as directed and in coordination with the Admissions team.
Maintain 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.
Communicate with referral sources, utilization reviewers, and case managers to support admissions workflows.
Coordinate client travel logistics with Behavioral Health Technician (BHT) supervisors.
Assist with intake calls and screenings as needed.
Work with Behavioral Health Support, Admissions, Clinical, and Facility teams to support smooth, compliant transitions into care.