NWITC Intake Coordinator

Description

Job Title: Intake Coordinator    

Department: NWITC   

Reports to: Intake Manager and/or Director 

FLSA Status: FTE 

TS Range: 6/7 ($24.28) 

Opening Date: 7/10/2026 

Closing Date: 7/24/2026 

SUMMARY: The Intake Coordinator serves as a welcoming first point of contact for individuals, families, Tribal communities, and referral partners seeking services at Northwest Indian Treatment Center (NWITC). This position helps support access to care by building respectful and collaborative relationships with Tribal and non-Tribal partners while coordinating the referral, screening, and admission process for patients entering treatment.

Grounded in NWITC's mission of healing, recovery, cultural connection, and community wellness, the Intake Coordinator assists patients and referral sources through the admissions process with compassion, professionalism, and cultural humility. This position works closely with referral agencies, Tribal Behavioral Health Programs, Tribal Health Clinics, hospitals, Managed Care Organizations, and community partners to remove barriers to treatment and support timely access to services.

The Intake Coordinator is responsible for answering incoming calls, processing referrals, coordinating admissions, completing TARGET screenings and documentation, verifying eligibility and funding sources, maintaining referral and census tracking systems, and facilitating communication between referral sources and the treatment team. The position serves as an ambassador for NWITC by fostering strong partnerships, honoring the diverse cultural backgrounds of those we serve, and promoting a welcoming environment where individuals can begin their recovery journey with dignity, respect, and support.

This position supports a trauma-informed, culturally responsive, and recovery-oriented system of care that recognizes the importance of community, connection, and traditional healing practices in the recovery process.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

Referral and Admissions Coordination

• Serve as the primary point of contact for prospective patients, families, Tribal programs, referral agencies, and community partners      seeking admission to NWITC. 
• Receive, review, and process incoming referrals for residential treatment services. 
• Evaluate referral packets for completeness and coordinate collection of missing documentation. 
• Communicate with referral sources regarding admission requirements, referral status, and anticipated admission dates. 
• Coordinate admissions with nursing, counseling, recovery support, and leadership staff. 
• Maintain referral tracking systems, waitlists, and admission schedules. 
• Facilitate transportation arrangements, detox coordination, another pre-admission needs. 
• Prepare patient admission records and ensure required documentation is completed prior to admission. 
• Support a smooth transition into treatment by maintaining communication with patients, families, and referral sources. 

Eligibility, and Funding Coordination

• Complete TARGET screenings, evaluations, and associated documentation for eligible patients. 
• Verify Medicaid eligibility, insurance coverage, Tribal sponsorship, and other funding sources. 
• Coordinate with Tribal programs, Managed Care Organizations (MCOs), Health Care Authority (HCA), and other payers regarding authorization requirements. 
• Obtain and track prior authorizations and continued stay approvals  as needed. 
• Identify and address barriers to admission related to eligibility,  funding, transportation, or documentation. 
• Maintain current knowledge of state, federal, and Tribal funding equirements affecting patient admissions. 

Relationship Building and Outreach

• Develop and maintain positive, collaborative relationships with Tribal Behavioral Health Programs, Tribal Health Clinics, Urban Indian Health Programs, hospitals, detox facilities, courts, Managed Care Organizations, and community partners. 
• Conduct regular outreach to referral partners to strengthen relationships and increase awareness of NWITC services. 
• Serve as a professional representative and ambassador of NWITC in all interactions with referral sources and community stakeholders. 
• Assist in identifying referral trends, service gaps, and opportunities to improve access to care. 
• Participate in community outreach activities, conferences, health  fairs, and networking events as assigned. 
• Promote culturally responsive, trauma-informed, and recovery-oriented services in all external communications. 

Communication and Customer Service

• Answer incoming telephone calls and inquiries in a professional,  welcoming, and timely manner. 
• Provide information regarding NWITC services, admission criteria,  program expectations, and available resources. 
• Route calls, messages, emails, faxes, and referrals to appropriate staff. 
• Respond to requests from patients, families, referral partners,  and community agencies. 
• Maintain a welcoming environment that reflects NWITC's values of respect, healing, cultural humility, and service. 
• Demonstrate effective communication and de-escalation skills when interacting with individuals experiencing crisis or distress. 

Data Management and Reporting

• Maintain accurate referral, admission, discharge, and census tracking data. 
• Enter and update information within electronic health records and required databases. 
• Prepare reports related to referrals, admissions, census, waitlists, and outreach activities. 
• Provide accurate information to support billing, utilization review, and revenue cycle processes. 
• Monitor referral activity and maintain records of referral partner engagement. 
• Ensure confidentiality and compliance with HIPAA, 42 CFR Part 2, Tribal policies, and organizational procedures. 

Team Collaboration

• Work collaboratively with all NWITC departments to support patient access, admissions, and continuity of care. 
• Participate in multidisciplinary team meetings, staff meetings, trainings, and quality improvement activities. 
• Assist with patient graduation coordination and other patient transition activities as assigned. 
• Support accreditation, licensing, grant, and compliance requirements related to admissions and referral processes. 
• Submit required billing documentation and service information to the organization's billing contractor for mental health and behavioral health services in accordance with established timelines and billing requirements.
• Demonstrate professionalism, cultural humility, accountability, and teamwork in all aspects of the position. 
• Perform other duties as assigned. 

Cultural responsibilities

• Support NWITC's mission of healing through culturally responsive and patient-centered care. 
• Demonstrate respect for Tribal sovereignty, traditions, values, and cultural practices. 
• Foster positive relationships with Tribal communities and referral partners. 
• Promote an environment where patients, families, staff, and visitors feel welcomed, respected, and supported. 
• Participate in cultural activities, trainings, and events that support the mission and values of NWITC.

SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities 

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience working with Native American patients preferred. 

· Must not be under current investigation by the Department of Health or found in noncompliance with DOH ethical standards. 

• Ability to establish and maintain positive working relationships with patients, families, Tribal partners, referral sources, and community agencies. 
• Strong verbal and written communication skills. 
• Ability to provide professional and compassionate customer service in a fast-paced environment. 
• Ability to organize, prioritize, and manage multiple tasks with frequent interruptions. 
• Ability to maintain confidentiality and comply with HIPAA and 42 CFR Part 2 requirements. 
• Basic knowledge of behavioral health, substance use disorder treatment, recovery services, or healthcare systems preferred. 
• Ability to learn Medicaid eligibility requirements, insurance verification processes, TARGET, electronic health records, and other healthcare databases. 
• Proficiency in Microsoft Office applications including Outlook, Word, Excel, and Teams. 
• Ability to work collaboratively with multidisciplinary teams and community partners. 

EDUCATION and/or EXPERIENCE: High School Diploma or GED required. Associate's degree in Behavioral Health, Human Services, Business Administration, Healthcare Administration, or a related field preferred. Two years of experience in customer service, healthcare, behavioral health, admissions, care coordination, Tribal programs, medical office operations, or a related field preferred. An equivalent combination of education, training, and experience may be considered. Experience working with Native American and Alaska Native communities is preferred.

LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, Tribal policies, and governmental regulations. Ability to write reports, business correspondence, and procedural documents. Ability to effectively communicate information and respond to questions from patients, families, Tribal partners, community members, staff, and the general public. Ability to communicate respectfully and professionally in a fast-paced environment with frequent interruptions and changing priorities. Ability to engage with individuals from diverse backgrounds using a trauma-informed, culturally responsive, and recovery-oriented approach. Demonstrates effective interpersonal communication skills, including active listening, empathy, problem-solving, and conflict resolution. 

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry. Ability to correlate and analyze data from multiple sources.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS: Must have a current, valid Washington State Driver’s License. The successful applicant must pass a criminal history background check. Must be insured by the Tribe’s insurance carrier. Must complete TB test and CPR training.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The successful applicant will regularly be required to talk and hear, frequently required to stand, walk, sit, use hands to finger, handle, or feel and reach with hands and arms and occasionally be required to climb or balance, stoop, kneel, crouch or crawl, taste or smell. The employee may frequently be required to lift and/or move up to 25 pounds. 

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level for this position is generally moderate.

OTHER: The job requires the ability to work independently with limited supervision as well as part of a team. Regular and consistent attendance is a condition of employment. The employee must deal courteously with public, patients, and staff. TB test, CPR and First Aid course required. Experience working in a Tribal health, behavioral health, or healthcare setting. Experience with patient admissions, scheduling, referrals, care coordination, or medical office operations preferred. Experience working with electronic health records preferred. Experience coordinating insurance authorizations or healthcare funding sources preferred. Applicants who have been a patient of the NWITC programs must have completed behavioral health services for a minimum of six months and should have six months of sustained recovery.

DRUG FREE WORKPLACE: The successful candidate will be required to have a urinalysis for drug and alcohol screening in accordance with the Tribe’s Drug Free Workplace Policy.

INDIAN PREFERENCE: Indian Preference will be exercised in the hiring of this position in accordance with the Tribe’s Personnel Policies.

TO APPLY: Submit application packets including a resume and cover letter to apply@squaxin.us Contact Human Resources for more information: 360-432-3865.