Intake Coordinator - Full time

Banyan Brand•Waelder, TX

2d•Onsite

About The Position

Banyan Treatment Centers is seeking an organized, compassionate, customer-service-driven Intake Coordinator for its onsite facility in Waelder, Texas. The coordinator is the primary onsite point of contact for new patients and their families, managing the intake process from arrival through admission and helping people feel welcomed, informed, and supported. The position works in a fast-paced, team-oriented environment and collaborates with Admissions, Clinical, Behavioral Health Support, and Facility teams to support smooth, compliant transitions into care. The role includes conducting onsite admissions, verifying benefits, managing patient property, preparing and maintaining admission documentation, and supporting intake coordination and travel logistics. Accurate records and documentation support patient access to care and organizational compliance with Joint Commission and other applicable standards. The stated schedule is Sunday through Thursday, 2:00 PM to 10:30 PM, onsite, at $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 in 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

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.

Responsibilities

Serve as the primary onsite contact for arriving patients, families, visitors, and referral partners.
Conduct and manage the onsite intake process 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 and concerns professionally and empathetically.
Monitor Salesforce for new inquiries and pending admissions requiring onsite support.
Create and maintain admission files in the Kipu electronic medical record (EMR).
Upload, organize, and track intake documents, including benefits verification, pre-admission screenings, demographic and insurance information, and referral source details.
Assist with obtaining 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, including 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.
Collaborate with Behavioral Health Support, Admissions, Clinical, and Facility teams to support smooth, compliant transitions into care.