INTAKE COORDINATOR

Job Title: 
Intake Coordinator (Behavioral Health)

Location:
 Petersburg, VA (hybrid/on-site as needed); Travel: Minimal (as needed for records coordination)

Employment Type: 
Full-Time

Work Schedule: 
Monday – Friday, 9:00 AM to 5:00 PM

Pay Rate: 
$16.00 – $18.00 per hour (based on experience)

Reports To: 
Operations Manager

Employment Type and FLSA Status 
Employment Type: TBD; FLSA Status: TBD

Role Summary 
The Intake Coordinator manages the intake pipeline from referral receipt through scheduling and intake packet completion. This role ensures all intake documentation is complete, accurate, timely, and compliant with payer and regulatory requirements. The Intake Coordinator coordinates with internal teams, external referral sources, and clients/authorized representatives to obtain required information and signatures. The role supports audit readiness and smooth service initiation.
Key Outcomes 
•    Processes new referrals within required timelines and documents status updates reliably.
•    Submits intake packets that meet completeness standards (no blanks; “N/A” where applicable).
•    Achieves timely scheduling and reduces intake delays caused by missing information.
•    Maintains accurate referral tracking for reporting and operational visibility.
•    Protects privacy and maintains secure handling of client information.
Essential Duties and Responsibilities (8–12 bullets, action verbs)
•    Receive, log, and route referrals from hospitals, CSBs, families, and community partners.
•    Verify referral completeness and request missing documentation promptly.
•    Collect required demographics, insurance details, releases, signatures, and supporting documents.
•    Coordinate scheduling with programs and clinicians and confirm client availability.
•    Maintain accurate status notes and referral tracking in designated systems.
•    Communicate professionally with clients, authorized representatives, and referral sources.
•    Ensure documentation is compliant, legible, and submitted within required timelines.
•    Maintain confidentiality and follow minimum necessary information-sharing practices.
•    Support audits by retrieving and organizing intake documentation upon request.
•    Escalate complex or high-risk referrals per protocol.
Required Qualifications 
•    High school diploma or equivalent (associate’s degree preferred).
•    1+ year experience in intake, scheduling, healthcare admin, or behavioral health admin.
•    Strong documentation accuracy, organization, and customer service skills.
Preferred Qualifications
•    Experience with Medicaid behavioral health documentation requirements.
•    Familiarity with crisis services or community behavioral health workflows.
Skills and Competencies 
•    Document control; scheduling coordination; record completeness verification.
•    Communication; attention to detail; tact; time management; follow-through.
Tools and Systems 
TBD (EHR, referral tracking spreadsheet/software, secure email/fax)
Working Conditions and Physical Requirements)
•    Office/clinic environment with frequent computer and phone use.
•    May handle time-sensitive, high-volume administrative tasks.
Performance Metrics 
•    Referral-to-contact time (average).
•    Intake packet first-pass acceptance rate (target: ≥ 95%).
•    Scheduling turnaround time from complete packet to appointment set.
•    Documentation error rate (missing fields/signatures) (target: ≤ 3%).

Compensation Range 
$16.00 - $18.00 per hour (based on experience).

EEO and Accommodation Statement 
Reliant Solutions Inc is an Equal Opportunity Employer. We provide equal employment opportunities and will provide reasonable accommodations for qualified individuals with disabilities.

Disclaimer 
This job description is not a contract. Duties may change based on business needs. Other duties as assigned.