NWITC Intake Coordinator

SQUAXIN ISLAND TRIBE•Shelton, WA

13d•Onsite

About The Position

The Intake Coordinator serves as a welcoming first point of contact for individuals, families, Tribal communities, and referral partners seeking services at Northwest Indian Treatment Center (NWITC). This position helps support access to care by building respectful and collaborative relationships with Tribal and non-Tribal partners while coordinating the referral, screening, and admission process for patients entering treatment. Grounded in NWITC's mission of healing, recovery, cultural connection, and community wellness, the Intake Coordinator assists patients and referral sources through the admissions process with compassion, professionalism, and cultural humility. This position works closely with referral agencies, Tribal Behavioral Health Programs, Tribal Health Clinics, hospitals, Managed Care Organizations, and community partners to remove barriers to treatment and support timely access to services. The Intake Coordinator is responsible for answering incoming calls, processing referrals, coordinating admissions, completing TARGET screenings and documentation, verifying eligibility and funding sources, maintaining referral and census tracking systems, and facilitating communication between referral sources and the treatment team. The position serves as an ambassador for NWITC by fostering strong partnerships, honoring the diverse cultural backgrounds of those we serve, and promoting a welcoming environment where individuals can begin their recovery journey with dignity, respect, and support. This position supports a trauma-informed, culturally responsive, and recovery-oriented system of care that recognizes the importance of community, connection, and traditional healing practices in the recovery process.

Requirements

High School Diploma or GED required.
Must not be under current investigation by the Department of Health or found in noncompliance with DOH ethical standards.
Ability to establish and maintain positive working relationships with patients, families, Tribal partners, referral sources, and community agencies.
Strong verbal and written communication skills.
Ability to provide professional and compassionate customer service in a fast-paced environment.
Ability to organize, prioritize, and manage multiple tasks with frequent interruptions.
Ability to maintain confidentiality and comply with HIPAA and 42 CFR Part 2 requirements.
Ability to learn Medicaid eligibility requirements, insurance verification processes, TARGET, electronic health records, and other healthcare databases.
Proficiency in Microsoft Office applications including Outlook, Word, Excel, and Teams.
Ability to work collaboratively with multidisciplinary teams and community partners.
Must have a current, valid Washington State Driver’s License.
The successful applicant must pass a criminal history background check.
Must be insured by the Tribe’s insurance carrier.
Must complete TB test and CPR training.
The job requires the ability to work independently with limited supervision as well as part of a team.
Regular and consistent attendance is a condition of employment.
The employee must deal courteously with public, patients, and staff.
TB test, CPR and First Aid course required.
The successful candidate will be required to have a urinalysis for drug and alcohol screening in accordance with the Tribe’s Drug Free Workplace Policy.

Nice To Haves

Associate's degree in Behavioral Health, Human Services, Business Administration, Healthcare Administration, or a related field preferred.
Two years of experience in customer service, healthcare, behavioral health, admissions, care coordination, Tribal programs, medical office operations, or a related field preferred.
An equivalent combination of education, training, and experience may be considered.
Experience working with Native American patients preferred.
Basic knowledge of behavioral health, substance use disorder treatment, recovery services, or healthcare systems preferred.
Experience working in a Tribal health, behavioral health, or healthcare setting.
Experience with patient admissions, scheduling, referrals, care coordination, or medical office operations preferred.
Experience working with electronic health records preferred.
Experience coordinating insurance authorizations or healthcare funding sources preferred.
Applicants who have been a patient of the NWITC programs must have completed behavioral health services for a minimum of six months and should have six months of sustained recovery.

Responsibilities

Serve as the primary point of contact for prospective patients, families, Tribal programs, referral agencies, and community partners seeking admission to NWITC.
Receive, review, and process incoming referrals for residential treatment services.
Evaluate referral packets for completeness and coordinate collection of missing documentation.
Communicate with referral sources regarding admission requirements, referral status, and anticipated admission dates.
Coordinate admissions with nursing, counseling, recovery support, and leadership staff.
Maintain referral tracking systems, waitlists, and admission schedules.
Facilitate transportation arrangements, detox coordination, and other pre-admission needs.
Prepare patient admission records and ensure required documentation is completed prior to admission.
Support a smooth transition into treatment by maintaining communication with patients, families, and referral sources.
Complete TARGET screenings, evaluations, and associated documentation for eligible patients.
Verify Medicaid eligibility, insurance coverage, Tribal sponsorship, and other funding sources.
Coordinate with Tribal programs, Managed Care Organizations (MCOs), Health Care Authority (HCA), and other payers regarding authorization requirements.
Obtain and track prior authorizations and continued stay approvals as needed.
Identify and address barriers to admission related to eligibility, funding, transportation, or documentation.
Maintain current knowledge of state, federal, and Tribal funding requirements affecting patient admissions.
Develop and maintain positive, collaborative relationships with Tribal Behavioral Health Programs, Tribal Health Clinics, Urban Indian Health Programs, hospitals, detox facilities, courts, Managed Care Organizations, and community partners.
Conduct regular outreach to referral partners to strengthen relationships and increase awareness of NWITC services.
Serve as a professional representative and ambassador of NWITC in all interactions with referral sources and community stakeholders.
Assist in identifying referral trends, service gaps, and opportunities to improve access to care.
Participate in community outreach activities, conferences, health fairs, and networking events as assigned.
Promote culturally responsive, trauma-informed, and recovery-oriented services in all external communications.
Answer incoming telephone calls and inquiries in a professional, welcoming, and timely manner.
Provide information regarding NWITC services, admission criteria, program expectations, and available resources.
Route calls, messages, emails, faxes, and referrals to appropriate staff.
Respond to requests from patients, families, referral partners, and community agencies.
Maintain a welcoming environment that reflects NWITC's values of respect, healing, cultural humility, and service.
Demonstrate effective communication and de-escalation skills when interacting with individuals experiencing crisis or distress.
Maintain accurate referral, admission, discharge, and census tracking data.
Enter and update information within electronic health records and required databases.
Prepare reports related to referrals, admissions, census, waitlists, and outreach activities.
Provide accurate information to support billing, utilization review, and revenue cycle processes.
Monitor referral activity and maintain records of referral partner engagement.
Ensure confidentiality and compliance with HIPAA, 42 CFR Part 2, Tribal policies, and organizational procedures.
Work collaboratively with all NWITC departments to support patient access, admissions, and continuity of care.
Participate in multidisciplinary team meetings, staff meetings, trainings, and quality improvement activities.
Assist with patient graduation coordination and other patient transition activities as assigned.
Support accreditation, licensing, grant, and compliance requirements related to admissions and referral processes.
Submit required billing documentation and service information to the organization's billing contractor for mental health and behavioral health services in accordance with established timelines and billing requirements.
Demonstrate professionalism, cultural humility, accountability, and teamwork in all aspects of the position.
Perform other duties as assigned.
Support NWITC's mission of healing through culturally responsive and patient-centered care.
Demonstrate respect for Tribal sovereignty, traditions, values, and cultural practices.
Foster positive relationships with Tribal communities and referral partners.
Promote an environment where patients, families, staff, and visitors feel welcomed, respected, and supported.
Participate in cultural activities, trainings, and events that support the mission and values of NWITC.