Care Management / Intake Coordinator Charlotte, NC

Kaizen Lab Inc.; Charlotte (NC); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Consistent weekday schedule

Ongoing training and professional development

Job summary

Kaizen Lab Inc. in Charlotte, NC is seeking an Intake Coordinator to facilitate organized intake processes for clients seeking mental health services.

This office-based role involves coordination of assessments, insurance verification, and ensuring that clients move smoothly from referral to admission. The ideal candidate should have relevant educational background and experience in the behavioral health field.

Join our collaborative team to help improve access to essential services while enjoying a consistent weekday schedule.

Qualifications

• Experience in behavioral health or mental health services.
• Knowledge of insurance verification and prior authorizations.
• Ability to work in fast-paced healthcare or community-based settings.

Responsibilities

• Coordinate and schedule client intakes across multiple services.
• Verify insurance eligibility and manage authorizations.
• Communicate intake status with clinicians and families.

Skills

Managing multiple deadlines without losing attention to detail

Communicating clearly with clients, families, and providers

Staying organized while handling interruptions

Education

Bachelor’s degree in a Human Services field plus 2 years of experience

Bachelor’s degree in a non-Human Services field plus 4 years of related experience

Tools

Electronic Medical Records (EMR)

Job description

Intake Coordinator

Charlotte, NC | Monday–Friday 8:30 AM – 5:00 PM (Some evenings, weekends, or holidays may occasionally be required based on client needs.)

Help People Access Behavioral Health Services Faster

At Pathways to Life, the intake process is often the first interaction a client has with our organization. We are looking for an Intake Coordinator who can make that experience organized, welcoming, and efficient for individuals seeking mental health and behavioral health services in the Greenville area.

In this role, you will coordinate assessments, verify insurance, manage authorizations, communicate with providers, and help ensure clients move into services without unnecessary delays. You will work closely with clinicians, physicians, administrative staff, and families to keep the intake process moving smoothly from referral through admission.

This position is a strong fit for someone who enjoys balancing people-focused work with organization, problem-solving, and follow-through.

What You’ll Do

• Coordinate and schedule client intakes across multiple behavioral health services
• Explain intake paperwork, releases, and program information to clients and guardians
• Verify insurance eligibility, copays, and Medicaid/MCO enrollment
• Submit IPRS funding requests for uninsured clientsMaintain accurate records in the EMR, including authorizations and supporting documentation
• Track referrals and intake activity through Access to Care reporting tools
• Communicate with clinicians, physicians, families, and referral sources regarding intake status
• Help ensure all intake documentation is completed within required timelines
• Support monthly audits and compliance requirements
• Provide administrative office coverage during lunch periods and as needed

What Success Looks Like In This Role

• Clients move from referral to assessment without communication gaps
• Insurance and authorization issues are resolved quicklyDocumentation is completed accurately and on time
• Providers receive the information they need before appointments
• Families and referral sources receive timely updates and clear communication

What We’re Looking For

Required Qualifications

• Bachelor’s degree in a Human Services field plus 2 years of full-time experience with the population served
• Bachelor’s degree in a non-Human Services field plus 4 years of related full-time experience

Strong Candidates Often Have Experience With

• Behavioral health, mental health, or substance use services
• Insurance verification and prior authorizations
• Electronic Medical Records (EMR)
• Medicaid, MCO enrollment, or IPRS fundingCoordinating schedules across multiple providers or departmentsWorking in fast-paced healthcare or community-based settings

Skills That Matter In This Position

• Managing multiple deadlines without losing attention to detail
• Communicating clearly with clients, families, and providers
• Staying organized while handling interruptions and urgent requestsWorking independently while keeping the team informed
• Protecting confidentiality and handling sensitive information professionally

Work Environment

This position is primarily office-based in Greenville, NC and involves frequent communication with clients, providers, and referral sources. The role may involve exposure to individuals experiencing behavioral health crises or emotional distress. Occasional lifting of office materials up to 25 pounds may be required.

Why Join Pathways to Life?

• Work that directly helps individuals access care and support faster
• Consistent weekday schedule
• Collaborative clinical and administrative team environment
• Opportunity to build experience in behavioral health operations and care coordination
• Ongoing training and professional development

Additional Requirements

• Must complete all required company training within established timelines
• Must pass applicable background and registry checks in accordance with North Carolina regulations
• Must maintain confidentiality in all verbal, written, and electronic communications

Pathways to Life is an Equal Opportunity Employer and considers applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or other protected characteristics.