Intake & Admissions Coordinator

Position SummaryThe Intake & Admissions Coordinator is the first voice and face of Turnwell Mental Health for patients seeking outpatient psychiatric services. This role manages the full patient intake process — from initial inquiry through scheduling of the first appointment — across four outpatient clinic locations. Turnwell's patient pipeline is referral-driven, meaning this role operates in a consistently high-volume environment with steady, ongoing inbound demand from a wide network of referring providers, primary care practices, schools, hospitals, and community agencies. The volume of referrals across four sites is substantial, and the pace of this role reflects that — this is not a low-volume administrative position.The ideal candidate is someone who thrives in a busy, referral-heavy environment, can manage a large and active inquiry pipeline without losing responsiveness or accuracy, and brings genuine warmth to every patient interaction regardless of how high the call volume gets. They combine strong knowledge of outpatient insurance verification with the organizational skills to keep four clinics' worth of intake moving efficiently and without bottlenecks.Note: This role is on-site. Essential FunctionsServe as the centralized intake point of contact across all four Turnwell outpatient clinic locations, managing inbound referrals and patient inquiries from each site's referral network simultaneouslyRespond promptly to a high volume of inbound calls, online inquiries, and referrals from prospective patients, families, providers, and community partners — referral volume across four clinics is continuous and demand is not seasonal; the expectation is consistent, timely follow-through on every inbound contactConduct initial intake screenings to gather demographic, clinical, and insurance information and determine fit with the appropriate clinic location, provider specialty, and available appointment slotsManage an active referral pipeline across all four sites, tracking inquiry status, following up on pending referrals, and minimizing drop-off between initial contact and scheduled first appointmentPerform insurance eligibility and benefits verification for all prospective patients, including Medicaid, Medicare, and commercial plans; confirm outpatient behavioral health coverage, co-pays, deductibles, and prior authorization requirements before schedulingCommunicate benefits and any anticipated out-of-pocket costs clearly and sensitively; connect patients to financial assistance resources when applicableSchedule initial psychiatric evaluations and follow-up appointments across four clinic schedules, coordinating provider availability with patient preferences to optimize access and keep schedules fullCollect and process new patient intake paperwork — demographic forms, consent documents, release of information authorizations — ensuring all documentation is complete before the first appointment at each respective siteMaintain accurate, up-to-date records for all four clinic locations within the practice management and EHR systems, keeping referral tracking and scheduling data current in real timeCoordinate with clinical and administrative staff at each clinic location to facilitate timely triage of urgent referrals and appropriate escalation when a higher level of care is indicatedCultivate and maintain relationships with referring providers, primary care offices, schools, hospitals, and community agencies across all four service areas, serving as a reliable and responsive point of contact for the referral networkEnsure compliance with HIPAA and all applicable federal, state, and practice-level privacy and intake requirements across all locationsWhat to Expect: Volume and PaceThis role supports four active outpatient clinic locations operating on a referral-based model. Because patient volume is driven by an established and growing referral network rather than walk-in or self-pay demand, the intake pipeline is consistent and high. The Intake & Admissions Coordinator should expect to manage a substantial number of active referrals at any given time, with new inquiries arriving regularly throughout the workday. Speed of follow-up is a meaningful metric in this role — referral sources and prospective patients notice when response time is slow, and timely outreach directly affects conversion from referral to scheduled appointment. Candidates who prefer a predictable, low-contact administrative environment are unlikely to find this role a good fit. Candidates who are energized by a busy, relationship-driven workflow with meaningful patient impact will excel here.QualificationsRequired:Minimum [1–2] years of experience in a patient intake, admissions, patient access, or front office role in a healthcare settingDemonstrated ability to manage high referral or inquiry volume without sacrificing accuracy or responsivenessWorking knowledge of outpatient insurance verification, including eligibility and benefits checks, co-pay and deductible structures, and prior authorization processes for behavioral health servicesStrong verbal and written communication skills, with the ability to engage warmly and professionally with patients who may be navigating mental health care for the first timeExceptional organizational skills and the ability to track and manage an active pipeline across multiple locations simultaneouslyPreferred:Experience supporting multiple clinic locations or a multi-site healthcare organizationExperience in an outpatient psychiatric, behavioral health, or mental health practiceFamiliarity with outpatient behavioral health billing and payer requirementsExperience with behavioral health-specific EHR or practice management systemsCustomer service background in a high-volume, patient-facing environment