Behavioral Health Services Intake Coordinator

Job Description

Job Description

Description : Position Overview

This position provides secretarial, administrative, and intake coordination support for the Substance Use Disorder (SUD) and Mental Health Services Programs. The role requires interpreting, implementing, and enforcing established procedures related to office operations. The position involves frequent interaction with internal departments, clinical staff, and members of the public to exchange information, gather documentation, and maintain program records. The individual in this role ensures smooth day-to-day operations by delivering timely and accurate clerical support and coordinating client intake processes.

Duties & Responsibilities :

• Serves as the Intake Coordinator for the SUDs and Mental Health department, assisting with the intake process for new clients, verifying eligibility, and ensuring completion of all required documentation in alignment with program guidelines.
• Provides analytical and administrative support to department directors, program managers, and clinical staff.
• Coordinates activities and communications between internal departments and external stakeholders to ensure smooth workflow and continuity of care.
• Manages and maintains confidential client records, including intake forms, consents, and treatment documentation, ensuring compliance with HIPAA and other regulatory requirements.
• Prepares and types a variety of materials including statistical billing reports, medical records, procedure manuals, meeting minutes, and routine correspondence following established protocols.
• Assists with computer data entry for billing, program utilization, and client services tracking.
• Maintains Substance Use Disorder Services petty cash account and reconciles expenses in accordance with agency policy.
• Orders and maintains inventory of program supplies and equipment, ensuring resources are available for daily operations.
• Maintains organized agency and program files and supports documentation audits when required.
• May provide instruction and guidance to clerical or administrative staff on workflow processes and standard procedures.
• Demonstrates a friendly, professional demeanor and consistently delivers high-quality customer service to clients, staff, and community partners.
• Exercises discretion and confidentiality when handling sensitive client and program information.
• Collaborates with program staff to ensure timely follow-up on client needs, referrals, and service coordination.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and able to navigate electronic health records and case management systems.
• Strong time management, organizational, and multitasking skills with the ability to prioritize in a fast-paced environment.
• Excellent verbal and written communication skills; able to communicate effectively with clients from diverse backgrounds.
• Familiarity with standard office equipment (e.g., fax machines, printers, copiers).
• Performs other related duties as assigned or required.

Requirements :

Preferred Qualifications :

Physical & Additional Requirements :

EEO STATEMENT :

Bayview Hunters Point Foundation is a welcoming space for all, regardless of race, gender, sexuality, country of origin, religion, or ability. Candidates from a diversity of backgrounds are strongly encouraged to apply. Bayview Hunters Point Foundation is an Equal Employment Opportunity Employer.