Intake Coordinator - Full time

Banyan Brand•Waelder, TX

3d•Onsite

About The Position

Banyan Treatment Centers is seeking an organized, compassionate, and customer-service–driven Intake Coordinator to join our team in Waelder, TX. Situated between Austin and San Antonio in the heart of rural South Texas, this role is the first face new patients and their families see when they arrive for treatment and that first impression matters enormously. You'll own the onsite intake process from arrival through admission, ensuring every person who walks through our doors feels welcomed, informed, and supported from the very first moment. This is a meaningful role for someone who understands that access to care starts with a human connection and who takes pride in getting the details right when it matters most. About Banyan Treatment Centers Banyan Treatment Centers is a leading national provider of intensive treatment for individuals facing substance use and mental health disorders. Backed by TPG’s Rise Fund , Banyan is rapidly expanding access to high-quality, compassionate care. Why Join Our Team? You own the front door — as the onsite point of contact for new admissions, you play a direct and visible role in how patients and families experience their first hours in treatment. That work is both consequential and deeply meaningful. Mission-driven work at a Joint Commission–accredited organization with the stability, resources, and reach of a national provider — right in your own community. A team built to last — the Waelder facility is led by tenured leadership that knows this work and invests in the people doing it. There's room to grow here for the right person. Cross-functional collaboration — you'll work closely with Admissions, Clinical, Behavioral Health Support, and Facility teams in a fast-paced, team-oriented environment. Detail-driven impact — your accuracy in documentation, benefits verification, and compliance directly supports patient access to care and the facility's accreditation readiness.

Requirements

Associate's degree and/or equivalent relevant experience
Current CPR certification
Strong administrative, organizational, and time-management skills
Excellent verbal and written communication skills with the 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 with a focus on documentation accuracy and compliance

Nice To Haves

One to two years of experience in behavioral health, substance use treatment, healthcare coordination, or healthcare-based customer service
Prior experience supporting intake or admissions operations in a behavioral health setting
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
Conduct and manage the full onsite intake process, including receiving and processing new admissions from arrival through program entry
Handle, inventory, and log patient property in accordance with facility policy
Perform verification of benefits (VOB) at the point of admission and ensure accuracy of insurance and financial documentation
Communicate intake steps and expectations clearly using trauma-informed, client-centered communication
Address questions, concerns, and objections from patients and families with professionalism, empathy, and solution-focused responses
Monitor Salesforce for new inquiries and pending admissions requiring onsite intake support
Create and maintain admission files in the Kipu electronic medical record (EMR)
Upload, organize, and track required intake documentation including VOB, pre-admission screenings, demographic and insurance information, and referral source details
Assist in obtaining all required consents, identification, and financial documentation prior to admission
Convert leads to admissions in Salesforce as directed and in coordination with the Admissions team
Maintain and update 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 effectively with referral sources, utilization reviewers, and case managers to support admissions workflows
Coordinate client travel logistics in collaboration with BHT supervisors
Assist with intake calls and screenings as needed
Work closely with Behavioral Health Support, Admissions, Clinical, and Facility teams to ensure smooth, compliant transitions into care