Intake Coordinator

Purpose:

We are seeking a dedicated and organized Intake Coordinator to join our team in the Houston office. The Intake Coordinator plays a key role in enhancing the overall efficiency of our organization by providing administrative and intake support. In this position, you will manage the initial process of clients entering into services, ensuring their information is accurately recorded and helping maintain seamless operations within our team.

• Serve as the first point of contact for clients, handling initial paperwork, gathering client information (medical history, insurance details, etc.), and ensuring accurate record‑keeping.
• Create and update client profiles with accurate and current information, including demographics, insurance, and other pertinent details within Sharenote.
• Verify client eligibility and information in CMBHS before contacting clients for appointments.
• Clearly communicate the client’s status in the referral process and provide estimated timelines.
• Guide clients on the next steps and who to contact for additional information.

• Review intake documents, ensuring completeness and addressing any missing information before appointments.
• Confirm client appointments, provide necessary instructions, and verify insurance details and required documentation.
• Answer questions regarding the intake process and expectations from both clients and staff.
• Ensure referrals are tracked and completed within company guidelines.
• Verify health insurance coverage for services.
• Field calls and emails from clients, providers, referral entities, and insurance companies.
• Maintain Jot Form (adding, editing, and creating various forms).

• Provide the Executive Leadership Team with accurate daily census information.
• Prepare and submit intake and productivity reports for the Dallas location weekly.

• Assist with the planning and coordination of community events to maintain the organization’s public image and raise awareness within the community.

• Previous experience in an administrative, intake, or customer service role.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Strong verbal communication skills and the ability to interact with clients and staff in a professional and clear manner.
• Familiarity with CMBHS or similar systems for client intake and record‑keeping is a plus.
• Ability to prioritize tasks and manage time efficiently in a fast‑paced environment.
• Attention to detail and the ability to handle sensitive client information confidentially.
• Experience in verifying insurance coverage and handling client documentation is preferred.
• Ability to work independently while contributing to a team environment.

$55,000‑$70,000

Monday – Friday 8:00 AM–3:00 PM

* Must disclose if you have a second job.