Intake Coordinator

Description

Odyssey House is seeking an Intake Coordinator for our Admissions Team!

Summary: Odyssey House of Utah is a leading organization dedicated to providing comprehensive and compassionate care to individuals struggling with substance use disorders and behavioral health challenges. Our integrated approach combines evidence-based practices, clinical expertise, and a supportive environment to promote lasting recovery and overall well-being.

Are you ready to embark on a rewarding career journey where you can make a real difference? Your search ends here! We are actively seeking an Admissions Intake Coordinator to join our Admissions Team and help guide clients through the critical first steps of their treatment journey.

Job Location: Odyssey House Admissions

Schedule: M-F 10:00 am - 6:00 pm. Can discuss flexibility.

Compensation: $19.00/Hour

 Health and Welfare Benefits

• Health Insurance: Comprehensive medical, dental, vision, FSA, and long-/short-term disability coverage.
• 403(b) Retirement Plan: Immediate participation available; 100% employer match up to 6% after 1 year of service.
• Paid Time Off (PTO): Accrue up to 35 paid days off per year (with increased accrual rates after 1 year).
• Sick Leave Rollover: Convert half of your unused accrued sick time into extra vacation days at year-end.
• Sabbatical Program: Paid extended leave rewarded after 5 years of service.
• Employee Assistance Program (EAP): Confidential 24/7 support for mental health, financial advice, and personal well-being.

Perks

• Tuition Reimbursement: Up to $9,000 per year available for approved programs (subject to eligibility requirements).
• Continuing Education: Opportunities for paid training and professional development, subject to manager approval and eligibility.
• On-Demand Pay: Access earned wages before payday via our payroll provider, Paylocity (managed directly through Paylocity; terms apply).
• Transit Pass: Free UTA pass provided for your daily work commute.
• Monthly Incentives: Regular performance awards and team recognition.
• Casual Work Environment: Relaxed, casual dress code and workplace culture.

As an Admissions Intake Coordinator, you will:

• Conduct thorough intake screenings with potential clients via telehealth or in person.
• Collect accurate demographic, screening, legal, and insurance information.
• Build rapport with clients while maintaining professional boundaries.
• Assess client needs and eligibility for specific Odyssey House programs.
• Explain available services, levels of care, and next steps in the admissions process.
• Enter client information accurately into EHR and internal tracking systems.
• Upload necessary documentation, including identification, insurance cards, and referral paperwork.
• Ensure all required consent forms, assessments, and attestations are completed.
• Ensure all Releases of Information (ROIs) are in place and completed correctly.
• Collaborate with the Scheduling Team for appointment and bed coordination.
• Notify appropriate departments of pending admissions and communicate client needs.
• Provide regular updates to clients and referral partners regarding admission timelines.
• Coordinate with legal entities, case managers, and healthcare professionals as needed.
• Support accurate funding identification and initiate funding verifications.
• Review intake charts for accuracy and completeness.
• Identify missing or incorrect documentation and proactively work to resolve issues.
• Maintain compliance with state regulations and internal policy standards.
• Track follow-ups, reschedules, and no-shows for accurate reporting.
• Report client safety concerns or red flags to supervisors immediately.
• Complete intake screenings, documentation review, system entry, client follow-up, and interdepartmental coordination on a daily basis.
• Communicate LACAs with community partners as part of daily admissions coordination.
• Participate in weekly chart audits.
• Participate in monthly training refreshers, documentation compliance reviews, and team meetings.
• Help ensure a high-quality, compassionate, trauma-informed, and client-centered admissions experience.
• Perform other duties as assigned.

Requirements

You are most likely a fit if you:

• Have a high school diploma or equivalent.
• Have 1–2 years of administrative, intake, or customer service experience, preferred.
• Have experience in healthcare, behavioral health, or substance use treatment, preferred.
• Are proficient in Google Workspace, including Docs, Sheets, Calendar, Gmail, and Drive.
• Have familiarity with electronic health record systems such as BestNotes, preferred.
• Understand trauma-informed and client-centered care.
• Demonstrate strong emotional intelligence and the ability to remain calm under pressure.
• Communicate proactively and maintain accurate and timely documentation.
• Possess strong organizational and time management skills.
• Maintain a compassionate and professional demeanor when interacting with clients in sensitive situations.
• Demonstrate cultural humility and a commitment to equitable care delivery.
• Understand HIPAA and client confidentiality requirements.
• Are flexible and able to adapt to a dynamic, fast-paced admissions environment.
• Have prior experience with client intake or behavioral healthcare admissions, preferred.
• Have familiarity with court-ordered treatment or justice-involved clients, preferred.
• Have experience supporting clients with substance use disorders and co-occurring conditions, preferred.
• Have knowledge of funding sources, including Medicaid, County Contracts, or Private Pay, preferred.
• Have a valid driver's license and reliable transportation if required for facility coordination.
• Are able to serve as a backup driver for Admissions.
• Are able to pass a criminal background check in accordance with Utah DHHS regulations.

All employees of Odyssey House are required to adhere to: Odyssey House mission, philosophy, and scope of service; Division of Human Services Code of Conduct and all other relevant service contract requirement standards; ensuring a safe environment for all clients and staff; providing exemplary customer service to both internal and external customers; fostering a positive work environment; ensuring high-quality client care within the scope of the assigned position.

Each employee is expected to clearly understand roles and responsibilities regarding the following: Specific job position, time management, personnel file requirements, client record system, incident reporting, mandatory training requirements, maintaining proper client boundaries, and individual rights of clients and staff.

Pre-Employment Requirements:

Employment offers are contingent upon successful completion of required pre-employment screenings, which may include background checks, fingerprinting, applicable sex offender registry screenings for Adult Residential roles, and other position-related verifications. Roles requiring driving are subject to a Motor Vehicle Record (MVR) review and valid Utah driver’s license.

EEOC Statement: Odyssey House is an equal-opportunity employer. All aspects of employment, including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.