Intake Coordinator

Banyan Treatment Center; Lisle, Northern (IL, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Banyan Treatment Center is seeking an organized Intake Coordinator to support admissions operations for the Behavioral Health Support team. This onsite role coordinates intake workflows, manages documentation, and serves as a compassionate contact for clients, families, and referral partners.

The role supports admissions flow, maintains compliant records, and ensures a smooth transition into care while upholding Joint Commission standards.

Qualifications

• One to two years of experience in behavioral health, substance use treatment, healthcare coordination, or healthcare-based customer service.
• Strong administrative, organizational, and time-management skills.
• Excellent verbal and written communication skills with the ability to build rapport quickly.
• Working knowledge of confidentiality laws, accreditation requirements, and Joint Commission standards.
• Experience with customer service, intake coordination, or sales support functions.

Responsibilities

• Monitor Salesforce for new inquiries and pending admissions requiring onsite intake support.
• Support lead progression through timely follow-up, intake assistance, and accurate documentation.
• Communicate effectively with referral sources, utilization reviewers, and case managers to support admissions workflows.
• Create and maintain potential admission files in the Kipu EMR.
• Upload, organize, and track required intake documentation and referrals details.
• Assist in obtaining all required consents, identification, and financial documentation prior to admission.
• Maintain accurate, complete, and compliant records per Joint Commission standards.
• Maintain onsite intake tracking tools with travel details, bed availability, client summaries, and contact information.
• Serve as an onsite point of contact for clients, families, visitors, and referral partners.
• Communicate intake steps and expectations clearly using trauma-informed, client-centered language.
• Address questions and concerns with professionalism and empathy.
• Maintain confidentiality and professionalism in all interactions.
• Assist with intake calls and screenings as needed.
• Coordinate client travel logistics with BHT supervisors.
• Collaborate with Behavioral Health Support, Admissions, Clinical, and Facility teams.
• Maintain competencies related to intake processes and documentation.

Skills

Customer service

Administrative skills

Communication skills

Time management

Trauma-informed communication

Education

High school diploma or equivalent

Associate's degree or higher

Tools

Kipu EMR

Salesforce

Job description

Description

Banyan Treatment Centers is seeking a organized and customer-service–drivenIntake Coordinatorto support admissions operations within our Behavioral Health Support (BHS) team. This onsite, per-diem role plays a critical part in coordinating intake workflows, managing documentation, and serving as a professional and compassionate point of contact for clients, families, and referral partners.

The Intake Coordinator supports admissions flow, maintains accurate and compliant records, and helps ensure a smooth, welcoming transition into care while upholding Joint Commission standards and organizational expectations.

Reporting To: Executive Director
Department: Intake / Behavioral Health Support
Schedule: Full time,Monday - Friday 8 - 4:30 pm

Key Responsibilities

Intake Coordination & Admissions Support

• Monitor Salesforce for new inquiries and pending admissions requiring onsite intake support.
• Support lead progression through timely follow-up, intake assistance, and accurate documentation. Convert leads to admissions in Salesforce as directed and in coordination with the Admissions team.
• Communicate effectively with referral sources, utilization reviewers, and case managers to support admissions workflows.

Administrative & Systems Management

• Create and maintain potential admission files in the Kipu electronic medical record (EMR).
• Upload, organize, and track required intake documentation, including verification of benefits (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.
• Maintain accurate, complete, and compliant records in accordance with Joint Commission and organizational standards.
• Maintain and update onsite intake tracking tools (e.g., whiteboards or electronic logs) with travel details, projected bed availability, client summaries, and contact information.

Customer Service & Client Experience

• Serve as an onsite point of contact for clients, families, visitors, and referral partners.
• Communicate intake steps and expectations clearly using trauma-informed, client-centered communication.
• Address questions, concerns, and objections with professionalism, empathy, and solution-focused responses.
• Maintain confidentiality and professionalism in all interactions.
• Assist with intake calls and screenings as needed.
• Coordinate client travel logistics in collaboration with Behavioral Health Technician (BHT) supervisors.
• Work closely with Behavioral Health Support, Admissions, Clinical, and Facility teams to ensure smooth, compliant transitions into care.
• Maintain required competencies related to intake processes, documentation standards, and client assessments.

Qualifications

Required:

• One to two years of experience in behavioral health, substance use treatment, healthcare coordination, or healthcare-based customer service
• High-school diploma/equivalent; Associate's degree or higher, preferred
• 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

Preferred:

• 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 is valued

Banyan Treatment Centers is a nationally recognized leader in addiction and mental health care, accredited by The Joint Commission. As anIntake Coordinatoryou will:

EOE

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.