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Admissions Coordinator
Job in
Houston, Harris County, Texas, 77246, USA
Listed on 2026-02-01
Listing for:
Kemah Palms Recovery
Full Time
position Listed on 2026-02-01
Job specializations:
-
Healthcare
Healthcare Administration
Job Description & How to Apply Below
The Admissions Coordinator serves as the first point of contact for individuals and families seeking treatment. This role is responsible for providing compassionate, timely, and accurate support throughout the admissions process—from initial inquiry to intake. The Admissions Coordinator ensures that all clinical, financial, and operational requirements are met while delivering an exceptional customer experience that supports clients in beginning their recovery journey.
Responsibilities- Respond immediately to all inbound calls, web inquiries, referral messages, and live chat requests.
- Demonstrate empathy, active listening, and professionalism with every interaction.
- Provide program information, level-of-care understanding, insurance guidance, and answer all questions to support client conversion.
- Follow up promptly on missed calls, pending inquiries, and warm transfers.
- Track call volume trends and communicate insights and concerns to Admissions Leadership.
- Manage the full admissions workflow from first call to physical arrival.
- Conduct pre-screen assessments and gather demographic, clinical, and financial information.
- Schedule admission dates/times and coordinate seamlessly with nursing, clinical, and operations teams.
- Give tours (virtual or onsite) to potential clients, parents, referral partners, or community visitors.
- Ensure financial agreements, treatment consents, HIPAA forms, and all required documentation are signed prior to admission.
- Run VOBs (Verification of Benefits) accurately and efficiently for all incoming inquiries.
- Coordinate with internal billing teams to review coverage, deductibles, copays, and estimated out-of-pocket costs.
- Communicate financial expectations clearly to clients and families before admission.
- Upload all VOBs, financial consents, and verification documents into the EHR/RCM system.
- Collaborate with Utilization Review and Billing to resolve insurance issues as needed.
- Ensure weekly that all active clients’ insurance policies remain active and have not been terminated.
- If a policy shows as terminated or inactive, promptly contact the client/family to resolve the issue, obtain updated insurance, or determine next steps.
- Document all coverage updates and communication in the EHR in real time.
- Enter all demographic, insurance, referral, and financial information into the EHR/RCM system with 100% accuracy.
- Maintain up-to-date and compliant admissions documentation in accordance with TAC 448 and internal policy.
- Ensure all required forms, signatures, and intake documents are completed before admission is finalized.
- Coordinate rides, flights, Uber/Lyft bookings, or facility transportation for incoming clients as needed.
- Confirm arrival times with families, clients, drivers, and nursing staff.
- Document all travel details in the EHR and communicate updates to leadership and nursing.
- Work collaboratively with clinical, operational, medical, and UR teams to ensure smooth admissions flow.
- Train new admissions coordinators or temporary support staff as assigned by leadership.
- Provide ongoing feedback to improve scripts, workflows, and conversion strategies.
- Maintain high conversion ratios by responding quickly, building rapport, and overcoming barriers to admission.
- Monitor call outcomes and escalate concerns or trends to the Director of Admissions.
- Support marketing and business development with accurate referral tracking and real-time updates.
Skills & Qualifications
- Prior experience in an admissions, intake, call center, customer service, or healthcare support role.
- Experience in behavioral health, mental health, or substance use treatment preferred.
- Strong understanding of insurance terminology (VOB, copay, deductible, OOP, OON, etc.).
- Excellent verbal and written communication skills.
- Strong multitasking, time management, and organizational abilities.
- High emotional intelligence with the ability to remain calm during crisis calls.
- Proficiency with EHR/RCM systems…
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