Intake Coordinator

The Ranch, Inc. · United States

Benefits: 401(k) Competitive salary Dental insurance Free food & snacks Free uniforms Health insurance Paid time off Training & development Tuition assistance Vision insurance Wellness resources

JOB DESCRIPTION – INTAKE COORDINATOR

• Associate’s or Bachelor’s degree in Human Services, Psychology, Social Work, or related field preferred
• Experience in behavioral health intake, admissions, or substance use disorder programs

• CAC-AD (Certified Associate Counselor–Alcohol and Drug)
• ADT (Alcohol and Drug Trainee) under supervision
• LGPC or LMSW (preferred clinical pathway)
• Community Health Worker (CHW) certification (Maryland or equivalent approved training)
• Certified Medication Technician (CMT) certification (Maryland Board of Nursing approved)
• Medical Assistant certification or equivalent healthcare support experience

• Review applications and website/email inquiries daily (info email inbox monitored continuously)
• Contact referring agents for clinical documentation upon receipt of referral
• Take and respond to intake/referral inquiry calls
• Coordinate with external agencies regarding admission decisions
• Notify agencies of acceptance or denial decisions
• Coordinate denial discussions with Clinical Supervisor when needed
• Ensure clients arrive with medications and required discharge documentation

• Schedule screening appointments with potential admissions
• Conduct video clinical screenings (60-minute sessions in EHR)
• Review screening responses for accuracy, grammar, and completeness
• Complete interpretive summaries after screening
• Schedule screenings primarily Monday, Tuesday, Thursday, and Friday afternoons

• Identify immediate client needs (clothing, cell phone, essentials)
• Split intake admissions across Tuesdays and Wednesdays based on volume
• Ensure timely completion of all intake encounters

• Run EVS eligibility for new clients and upload into EHR
• Run EVS updates for current clients (MCO changes/redeterminations)
• Upload and maintain insurance documentation in EHR
• Provide updated caseload and insurance data to Anchor and CTR weekly (Monday/Tuesday mornings)

• Conduct National Sex Offender Registry checks and upload into Ritten
• Conduct Maryland Sex Offender Registry checks
• Conduct Maryland Case Search checks for all clients
• Conduct out-of-state case searches when applicable
• Document all findings in EHR prior to admission approval

• Coordinate intake scheduling with Clinical Supervisor, Education & Training Coordinator, and residential leadership
• Send intake updates to treatment team after completion of admissions (Tuesday/Wednesday afternoons)
• Participate in treatment team meetings regarding upcoming admissions (Thursdays)
• Participate in client care team meetings (as scheduled)
• Coordinate follow-up when clients arrive without medications or required items

• Maintain accurate intake logs and admission tracking systems
• Complete CTR intake forms for upcoming admissions
• Upload all intake documentation into Ritten/EHR
• Ensure accuracy and completeness of all intake records

• Monitor client drug screening status and medication compliance twice weekly
• Ensure intake compliance with ASAM criteria and program admission standards
• Maintain confidentiality and HIPAA compliance at all times
• Ensure all intake documentation meets Joint Commission and COMAR requirements

• Complete Relias or required training modules when due
• Maintain competency in intake systems, Ritten, EVS, and registry platforms
• Participate in ongoing onboarding and compliance training

• Develop and maintain relationships with referral agencies and community partners
• Expand external referral networks to support client access to care
• Provide updates and communication to referring agencies regarding client status

• Monitor inquiries, emails, and referral submissions
• Run background checks and insurance verification
• Conduct screenings and intake coordination activities

• Provide caseload/insurance updates (Monday/Tuesday mornings)
• Send intake summaries to treatment team (Tuesday/Wednesday afternoons)
• Coordinate CTR intake forms and updates
• Attend treatment team and client care meetings (Thursdays)

• Intake admissions and emergency screenings
• Insurance updates and EVS rechecks
• Agency coordination and denial discussions
• Medication intake coordination issues