Intake Coordinator

POSITION SUMMARY

The Intake Coordinator oversees the intake and admissions process for all Behavioral Health Allies (BHA) programs including the Academy Early Intervention Clinic Community Living and Out-of-State placements. This role manages referrals from initial inquiry through admission or denial ensuring timely consistent and compliant reviews aligned with BHAs clinical educational and operational standards. The Intake Coordinator serves as the primary point of contact for families referral partners and internal teams while maintaining accurate documentation coordinating interdisciplinary reviews and supporting a positive intake experience.

Education & Experience

• Associates or Bachelors degree in Human Services Psychology Education Social Work Healthcare Administration Business or a related field preferred; equivalent experience considered.
• 24 years of experience in intake admissions case management care coordination or a related healthcare education or behavioral health setting.
• Experience managing high-volume referrals coordinating across departments and working with confidential documentation.
• Familiarity with electronic health records student information systems or case management software preferred.

Skills & Competencies

• Excellent organizational communication and interpersonal skills.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Strong attention to detail sound judgment and problem-solving abilities.
• Proficient in Microsoft Office and database/case management systems.
• Ability to work independently and collaboratively while demonstrating professionalism integrity and ethical decision-making.

• Manage the centralized intake process for all BHA referrals from inquiry through admission or denial.
• Review referrals for completeness eligibility and compliance with organizational payer and regulatory requirements.
• Coordinate intake reviews with clinical education operations finance and leadership teams.
• Serve as the primary contact for families referral sources and internal stakeholders providing timely updates and guidance throughout the intake process.
• Obtain verify and maintain all required clinical educational medical consent and funding documentation.
• Schedule intake meetings assessments observations and tours as needed.
• Maintain intake tracking systems dashboards waitlists and referral reports.
• Monitor referral metrics conversion rates timelines and census data to support operational planning and continuous improvement.
• Identify process improvements to increase efficiency and enhance the intake experience.
• Ensure compliance with HIPAA organizational policies and documentation standards.

• Participate in meetings trainings committees and quality improvement initiatives.
• Support reporting audits and special projects as assigned.
• Perform other duties as needed while upholding BHAs mission values and commitment to exceptional service.

Schedule: Full-Time Monday-Friday 8a-4:30p

FULL-TIME BENEFITS

• Medical Dental and Vision coverage
• OnDemand Pay (access your pay when you need it)
• Health Savings Account (HSA) / Flexible Spending Account (FSA) options
• Short- and Long-Term Disability coverage
• 401(k) with company match
• Additional $100 monthly wellness benefit after 90 days

Pay Rate: Our compensation is competitive within the market. The starting rate for this position begins at $25.50 per hour with your final offer based on a combination of your education relevant experience and overall qualifications.