Admissions Intake Coordinator

Admissions Intake Coordinator
Location: Brooklyn, NY
Employment Type: Full-Time
Schedule: Monday through Friday – Standard Business Hours
Salary: Based on Experience

We are a growing children's behavioral health organization dedicated to helping young people overcome mental health challenges and reach their full potential. Through a compassionate, family-centered approach, we provide high-quality behavioral health services that support resilience, emotional well-being, and long-term success.

The Admissions Intake Coordinator serves as the first point of contact for families seeking services. This individual plays a critical role in creating a positive and supportive admissions experience while ensuring a smooth, efficient intake process from initial inquiry through enrollment.

Working closely with clinical, administrative, and outreach teams, the Admissions Intake Coordinator is responsible for referral management, insurance verification, intake scheduling, documentation, and ongoing communication with families throughout the admissions process.

• Respond promptly to referrals, website inquiries, and incoming phone calls
• Conduct initial intake screenings and collect demographic, insurance, and clinical information
• Verify insurance eligibility and benefits prior to scheduling assessments
• Coordinate intake appointments with clinicians and families
• Maintain accurate admission records within the EMR and CRM systems
• Assist families with intake paperwork, consent forms, and onboarding documentation

• Serve as a warm, professional, and supportive point of contact throughout the admissions process
• Answer questions regarding services, scheduling, insurance coverage, and program offerings
• Provide families with guidance and timely follow-up to ensure a positive experience

• Ensure all required intake documentation is completed, uploaded, and organized appropriately
• Maintain accurate records and assist with ongoing administrative processes
• Coordinate communication between families, clinicians, and internal departments

• Generate weekly and monthly reports related to referrals, intake activity, appointment volumes, and attendance
• Track referral sources and admissions metrics
• Maintain accurate CRM and EMR data to support operational and reporting needs

The successful candidate will demonstrate:

• Response to all new referrals and inquiries within 24 business hours
• Strong intake-to-admission conversion rates through proactive follow-up
• Efficient scheduling and coordination of intake assessments
• Accurate and timely completion of documentation
• Positive feedback from families regarding their admissions experience
• Consistent maintenance of accurate referral and admissions records

• High School Diploma or GED
• Strong communication, customer service, and organizational skills
• Ability to manage multiple priorities while maintaining attention to detail
• Professional, compassionate, and family-focused demeanor
• Proficiency with computers and standard office software

• Associate’s or Bachelor’s Degree
• 1–3 years of experience in admissions, intake coordination, medical reception, healthcare administration, behavioral health, or customer service
• Experience working with children and families in healthcare, mental health, educational, or social service settings
• Familiarity with EMR, CRM, scheduling, or healthcare management systems

• Warm, empathetic, and professional
• Highly organized and detail-oriented
• Strong communicator with excellent follow-through
• Comfortable working in a fast-paced, team-oriented environment
• Passionate about supporting children and families through meaningful work

This is an excellent opportunity for someone who enjoys helping others, thrives in a collaborative environment, and wants to make a meaningful impact in the lives of children and families.