Admissions Coordinator

Job Overview

The Admissions Coordinator answers multi‑line telephones, screens and routes calls, and is the first contact for all parties seeking treatment. They maintain a high contact‑to‑client ratio to support the census of the treatment center, conduct phone assessments, obtain pre‑authorizations, coordinate facility appointments, complete admissions paperwork, and coordinate medical and psychological assessments with licensed staff. They authorize insurance benefits, assure eligibility, and arrange financial arrangements with patients or families.

The role involves working with substance abusers and their families under crisis or stress conditions, requiring a professional attitude in all interactions.

• Reach out to prospects via phone and email.
• Learn about our clients and services to communicate accurately with potential clients, families, friends.
• Qualify potential clients against residential treatment requirements.
• Provide information about the program to potential clients and outbound referrals.
• Track and document the admissions process—from initial call to intake—using CRM and spreadsheets.
• Conduct pre‑admission assessments and complete pre‑certification as needed.
• Complete the admission process from client verification of benefits to admission to the program.
• Maintain communication and follow‑up with outside referrals.
• Ensure timely follow‑up to secure admission.
• Discuss copays, deductibles, and self‑pay agreements; obtain client signatures.
• Communicate regularly with supervisors and solve problems via the chain of command.
• Maintain a professional and positive attitude toward callers and the Intake Department.
• Lead discussions with referral sources for client support and business development.
• Collaborate with other departments and external parties to ensure timely admissions.
• Screens calls from referrals and arranges transportation for admission.
• Maintain a waiting list and stay in contact with potential candidates.
• Other duties as assigned.

This job description is not intended to be all‑inclusive.

Employee may perform other related duties to meet the ongoing needs of the hospital.

High school diploma or GED required.

Minimum of 1 year work experience in the field of substance abuse or mental health. Experience in intake/admissions preferred.

• Bi‑lingual (English/Spanish) a plus.
• Must obtain and maintain approved CPR certification, de‑escalation training, and CPI training.

• Basic PC skills including Windows, Outlook, Word, Excel; type minimum 30 WPM.
• Understand confidentiality; maintain HIPAA standards.
• Exhibit diplomacy, tact, excellent customer service, interpersonal communication skills, cultural sensitivity, and the ability to work with diverse groups.
• Strong verbal and written communication in English; additional languages desirable.
• Work well under pressure with minimal supervision.
• Manage conflict and negotiate win‑win solutions.
• Apply time‑management practices to prioritize and complete work; meet policies and deadlines.
• Maintain a cooperative and positive attitude toward patients, families, staff, and visitors.
• Knowledge of policies regarding tobacco and drug use within the program.
• Knowledge of intake assessment process, transition criteria, and procedures.
• Critical thinking and problem‑solving abilities.
• Accurate data entry and record‑keeping skills.
• Attention to detail and confidentiality.
• Ability to multitask and handle multiple simultaneous tasks.
• Work productively with other departments and personnel.
• Will work 40 hours per week, including weekends.
• Exceptional follow‑through on tasks and assignments.

• Ability to stoop, kneel, crouch, crawl, reach, stand, walk, push, pull, lift, and grasp objects; engage in repetitive hand motions.
• Hearing sufficient to perceive sound at 40 dB loss @ 1000 Hz and 2000 Hz; ability to perceive detailed oral information.
• Perform repetitive motions with wrists, hands, and fingers; exert up to 100 lb of force occasionally.
• Adequate visual acuity to perform administrative tasks.
• Work amid noise and distractions; handle interruptions without loss of focus.
• Minor temperature changes; predominantly indoor work.

• Health, vision, and dental insurance.
• 401(k) retirement plan.
• Health care spending account and dependent care spending account.
• PTO plan with holiday premium pay.
• Supplemental life, term, and universal life insurance.
• Short‑ and long‑term disability with additional buy‑in opportunities.