Intake Coordinator

Pyramid Healthcare is dedicated to offering the highest quality of care to those we serve. A focus on client-centered care establishes our family of brands as respected leaders in addiction treatment, mental health recovery and eating disorder treatment modalities. Pyramid Healthcare’s Newport News Detox & Residential Treatment Center provides comprehensive, evidence-based care for individuals recovering from substance use disorders and co-occurring mental health challenges.

Newport News, VA

• Monday–Friday, 11:00 AM – 7:00 PM (1 opening)
• Monday–Friday, 9:00 AM – 5:30 PM (1 opening)
• Saturday–Sunday, 9:00 AM – 3:00 PM (2 openings)

Compensation: $18–$20 per hour

The Intake Coordinator is a key member of our admissions team and serves as the first point of contact for incoming clients. This role ensures a smooth, supportive, and compliant admission and discharge process by coordinating documentation, assessments, communication, and insurance-related requirements.

• Facilitate and complete all admission paperwork, verify documentation (e.g., photo , insurance), and coordinate with nursing for client transitions.
• Conduct level-of-care assessments and complete PCPC or ASAM documentation for admission, continued stay, and discharge.
• Manage insurance tasks including precertification, utilization review notes, and communication with Managed Care Organizations (MCOs) and Single County Authorities (SCAs).
• Assist SCA clients with Medical Assistance applications, including coordinating with external representatives and submitting required documents.
• Communicate with probation/parole officers and employers when appropriate client consent is obtained.
• Manage client photographs and ensure proper labeling and distribution.
• Complete all detox-only discharge tasks such as scheduling outpatient appointments, AA meetings, and timely discharge summaries.
• Provide and collect family surveys as needed and coordinate with nursing staff for discharge planning.
• Conduct prescreens via phone and in-person; enter data into the EHR; schedule assessments or offer referrals.
• Maintain confidentiality and ensure compliance with organizational, regulatory, and licensing standards.
• Complete all required company and accreditation trainings.
• Perform additional duties as assigned.

• High school diploma or equivalent required; prior experience with the population served preferred.
• Knowledge of behavioral health systems, insurance authorization processes, and intake procedures.
• Understanding of clinical assessments (PCPC, ASAM) and Medical Assistance application processes.
• Strong verbal and written communication skills and the ability to interact professionally with clients, families, external partners, and internal staff.
• Proficiency with electronic health records (EHRs) and general office software.
• Strong organizational skills with the ability to manage multiple tasks, maintain thorough documentation, and meet deadlines.
• Ability to maintain a high degree of confidentiality and handle sensitive information with discretion.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Culturally competent and able to support individuals from diverse backgrounds.

• Medical, Dental, and Vision Insurance
• Flexible Spending Accounts
• Life Insurance
• Paid Time Off
• 401(k) with Company Match
• Tuition Reimbursement
• Employee Recognition Programs
• Referral Bonus opportunities
• And More!

• INTEGRITY – Honest, transparent, and ethical when dealing with clients, staff, and the community.
• DEDICATION – Unwavering commitment to always provide exceptional care and support.
• COLLABORATION – Team-focused approach to achieve excellence.
• PASSION – Genuine, compelling, and relentless desire to improve lives.

Pyramid Healthcare, Inc. is proud of its diverse workforce and is an Equal Opportunity Employer.

• Entry level

• Full-time

• Other
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