Intake Coordinator

Description

Find Meaning, Opportunity, and Growth Here: A career at Behavioral Health Allies (BHA) can open the door to a new chapter in your life — filled with meaning, opportunities, and growth. From our flexible scheduling options to our mission and values-based team culture, we offer positions with purpose.

Why Choose BHA?

• Employee-centric culture that prioritizes your well-being and development
• Comprehensive training and continuous support
• Collaborative and team-focused environment
• Clear opportunities for advancement and career growth
• Meaningful, mission-based work with a regional leader in behavioral health

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
• Referral bonuses and more!

POSITION SUMMARY:

The Intake Coordinator serves as the centralized owner and leader of the intake and admissions process for Behavioral Health Allies (BHA). This role is responsible for reviewing, coordinating, and managing all incoming referrals and intakes across programs, including the Academy, Early Intervention Clinic, Community Living, and Out-of-State placements. The Intake Coordinator ensures that every referral is reviewed consistently, progressed efficiently, and aligned with BHA’s clinical, educational, and operational criteria.

Guided by BHA’s Core Values—Empower Through Innovation, Integrity in Action, Advocate with Passion, Leaders in Learning, Compassionate Care Always, and Sustainable Growth, Lasting Impact—the Intake Coordinator provides a seamless, compassionate, and well-governed intake experience for individuals, families, and referral partners. This role functions as the primary point of accountability for intake workflow, documentation completeness, internal coordination, and intake-related communication, ensuring timely decision-making and high-quality admissions outcomes.

Requirements

QUALIFICATIONS:

Education & Experience:

• Associate’s or Bachelor’s degree in Human Services, Psychology, Education, Social Work, Business Administration, Healthcare Administration, or a related field preferred; equivalent experience accepted.
• Minimum of 2–4 years of experience in intake, admissions, case management, referrals, or care coordination within healthcare, education, behavioral health, or human services.
• Demonstrated experience managing high-volume referrals and coordinating across multiple departments.
• Experience working with sensitive documentation, eligibility criteria, and regulatory requirements.
• Familiarity with electronic health records, student information systems, or intake tracking platforms preferred.

Skills & Competencies

• Strong communication skills (written, verbal, and visual).
• Exceptional organizational skills with the ability to manage multiple intakes simultaneously.
• Strong written and verbal communication skills with a compassionate, professional demeanor.
• Ability to exercise sound judgment, maintain confidentiality, and apply policies consistently.
• Strong attention to detail and follow-through on timelines, documentation, and approvals.
• Ability to work independently while coordinating closely with leadership and multidisciplinary teams.
• Proficiency with Microsoft Office and database or case management systems.
• Strong ethical standards, professionalism, and commitment to BHA’s mission.
• Ability to maintain confidentiality and strong judgment when representing the organization.
• Proficiency in Microsoft Office.
• Strong professional judgment, initiative, and reliability.
• Demonstrated leadership, collaboration, and ethical professionalism.
• Commitment to ethical standards, confidentiality, professional integrity, and fiscal responsibility.

KEY RESPONSIBILITIES:

Empower Through Innovation

· Maintain and continuously improve centralized intake workflows, tracking systems, and documentation processes.

· Utilize data and technology to streamline referral management, reduce delays, and improve visibility across teams.

· Identify intake bottlenecks or inefficiencies and recommend system or process improvements.

Integrity in Action

· Serve as the centralized reviewer for all incoming referrals, ensuring consistency, accuracy, and compliance with BHA intake criteria.

· Maintain strict confidentiality of client, family, and organizational information, including adherence to HIPAA and PHI standards.

· Ensure all intake documentation is complete, accurate, and aligned with regulatory, payer, and organizational requirements prior to admission decisions.

Advocate with Passion

· Ensure each referral is reviewed holistically and fairly, advocating for appropriate placement and supports.

· Coordinate intake reviews with clinical, education, and operations leaders to determine appropriateness and readiness.

· Communicate admission decisions respectfully and professionally to families and partners.

Leaders in Learning

· Maintain up-to-date knowledge of BHA program criteria, capacity, and eligibility requirements.

· Stay informed on regulatory updates, payer requirements, and best practices related to admissions and referrals.

· Participate in ongoing training and share intake insights to support organizational learning and improvement.

Compassionate Care, Always

· Serve as a welcoming, trauma-informed first point of contact for families, individuals, and referral partners.

· Provide clear, timely, and empathetic communication throughout the intake process.

· Ensure that families understand next steps, timelines, and expectations regardless of admission outcome.

Sustainable Growth, Lasting Impact

· Track intake metrics including referral volume, conversion rates, timelines, denials, and waitlists.

· Maintain accurate intake data to support forecasting, capacity planning, and strategic growth.

· Ensure intake processes align with sustainable staffing models and program readiness.

FUNCTIONAL RESPONSIBILITIES

Centralized Intake Management

· Receive, log, and review all incoming referrals across BHA service lines.

· Lead the intake process from initial inquiry through admission or denial.

· Ensure all required documentation (clinical, educational, medical, consent, and funding) is obtained and verified.

· Maintain intake dashboards, waitlists, and referral status reports.

Coordination & Decision Support

· Coordinate intake reviews with Clinical Directors, Directors of Education, Operations, and Finance as appropriate.

· Schedule and support intake meetings, observations, tours, and assessments.

· Prepare intake summaries and recommendations to support leadership decision-making.

Communication & Follow-Up

· Serve as the primary intake communication hub for families, districts, agencies, and internal teams.

· Provide regular updates to referral sources and families regarding status and timelines.

· Ensure timely follow-up on pending, incomplete, or deferred referrals.

Documentation & Compliance

· Ensure all intake documentation is stored, organized, and maintained in accordance with BHA policies.

· Support audit readiness by maintaining clear intake records and decision rationales.

· Assist with reporting and data requests related to admissions and census.

OTHER DUTIES

• Perform other related duties and special projects as assigned to support Business Development and organizational initiatives.
• Participate in intake-related committees and organizational initiatives.
• Perform other duties and special projects to support organizational initiatives as assigned.
• Attend required meetings, trainings, and professional development sessions.
• Uphold BHA’s mission and values in all work performed.

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.