Intake Coordinator - Full time

Banyan Treatment Centers; Waelder (TX); On-site; USD 21,000 - 29,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability coverage

401(k) with employer match

Paid time off

Holidays

Wellness incentives

Employee assistance programs

Job summary

Banyan Treatment Centers in Waelder, TX is seeking an Intake Coordinator to own the onsite intake process from arrival through admission, ensuring every patient and family feels welcomed, informed, and supported from the first moment. This role requires 1–2 years in behavioral health or healthcare coordination, strong admin and communication skills, and experience with intake, confidentiality laws, and Joint Commission standards.

Salesforce and Kipu EMR familiarity is a plus.

Qualifications

• 1–2 years of experience in behavioral health or healthcare coordination.
• Strong administrative and communication skills.
• Experience with intake coordination or customer service.
• Working knowledge of confidentiality laws and Joint Commission standards.

Responsibilities

• Serve as the primary onsite point of contact for new patients and families.
• Manage full onsite intake from arrival through program entry and admission.
• Handle and log patient property per facility policy.
• Verify benefits at admission and ensure insurance/financial documentation accuracy.
• Communicate intake steps clearly using trauma-informed, client-centered language.
• Address questions with professionalism and empathy while resolving objections.

Skills

Customer service orientation

Healthcare coordination

Verbal & written communication

Attention to detail

Education

High school diploma or equivalent

Associate's degree or higher (preferred)

Tools

Kipu EMR

Salesforce

Job description

Intake Coordinator | Waelder, TX | Full-Time

$18/hr | Sunday – Thursday, 2:00 PM – 10:30 PM | Onsite

Banyan Treatment Centers is seeking an organized, compassionate, and customer-service–driven Intake Coordinator to join our team in Waelder, TX. Situated between Austin and San Antonio in the heart of rural South Texas, this role is the first face new patients and their families see when they arrive for treatment and that first impression matters enormously. You'll own the onsite intake process from arrival through admission, ensuring every person who walks through our doors feels welcomed, informed, and supported from the very first moment.

This is a meaningful role for someone who understands that access to care starts with a human connection and who takes pride in getting the details right when it matters most.

Banyan Treatment Centers is a leading national provider of intensive treatment for individuals facing substance use and mental health disorders. Backed by TPG’s Rise Fund, Banyan is rapidly expanding access to high-quality, compassionate care.

Why Join Our Team?

• You own the front door — as the onsite point of contact for new admissions, you play a direct and visible role in how patients and families experience their first hours in treatment. That work is both consequential and deeply meaningful.
• Mission-driven work at a Joint Commission–accredited organization with the stability, resources, and reach of a national provider — right in your own community.
• A team built to last — the Waelder facility is led by tenured leadership that knows this work and invests in the people doing it. There's room to grow here for the right person.
• Cross-functional collaboration — you'll work closely with Admissions, Clinical, Behavioral Health Support, and Facility teams in a fast-paced, team-oriented environment.
• Detail-driven impact — your accuracy in documentation, benefits verification, and compliance directly supports patient access to care and the facility's accreditation readiness.
• Comprehensive benefits including medical, dental, and vision insurance; life insurance and disability coverage; 401(k) with employer match; paid time off and holidays; wellness incentives; and employee assistance programs.

Key Responsibilities

Onsite Intake & Admissions

• Serve as the primary onsite point of contact for new patients, families, visitors, and referral partners upon arrival
• Conduct and manage the full onsite intake process, including receiving and processing new admissions from arrival through program entry
• Handle, inventory, and log patient property in accordance with facility policy
• Perform verification of benefits (VOB) at the point of admission and ensure accuracy of insurance and financial documentation
• Communicate intake steps and expectations clearly using trauma-informed, client-centered communication
• Address questions, concerns, and objections from patients and families with professionalism, empathy, and solution-focused responses

Administrative & Documentation

• Monitor Salesforce for new inquiries and pending admissions requiring onsite intake support
• Create and maintain admission files in the Kipu electronic medical record (EMR)
• Upload, organize, and track required intake documentation including 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
• Convert leads to admissions in Salesforce as directed and in coordination with the Admissions team
• Maintain and update onsite intake tracking tools with travel details, projected bed availability, client summaries, and contact information
• Maintain accurate, complete, and compliant records in accordance with Joint Commission and organizational standards

Coordination & Collaboration

• Communicate effectively with referral sources, utilization reviewers, and case managers to support admissions workflows
• Coordinate client travel logistics in collaboration with BHT supervisors
• Assist with intake calls and screenings as needed
• Work closely with Behavioral Health Support, Admissions, Clinical, and Facility teams to ensure smooth, compliant transitions into care

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 an equal opportunity employer.