Intake & Admissions Coordinator

Position Overview

The Intake & Admissions Coordinator serves as a primary point of contact for individuals seeking care at The Coleman Institute for Addiction Medicine, supporting our five facilities nationwide. This role is responsible for answering incoming calls and providing clear, compassionate information about addiction treatment services to potential patients, current patients, and their loved ones. The Intake & Admissions Coordinator explains treatment options and associated costs, verifies insurance benefits, collects treatment deposits in accordance with established policies, and coordinates the clinical screening and scheduling process in collaboration with the clinical team.

This position also includes accurate documentation, assisting with administrative tasks, and handling all patient information with discretion and professionalism to ensure a smooth admissions experience.

• Answer incoming calls and other forms of communication, responding to inquiries from potential patients, current patients, and their loved ones compassionately and professionally.
• Provide clear and accurate information about The Coleman Institute’s nationwide network of addiction treatment services.
• Explain treatment options and associated costs in a transparent and supportive way.
• Verify insurance benefits and eligibility, and communicate coverage details to patients.
• Collect treatment deposits in accordance with established financial and billing policies.
• Coordinate the clinical screening and intake process in collaboration with clinical staff.
• Schedule admissions and appointments while ensuring all required intake steps are completed.
• Accurately document calls, screenings, and patient interactions in internal systems.
• Maintain strict confidentiality and handle all patient information in compliance with HIPAA.
• Assist with administrative and operational tasks.

• Associate’s or bachelor’s degree in healthcare administration, psychology, social services, or a related field preferred.
• Previous experience in admissions, intake coordination, healthcare administration, or customer service within a healthcare or behavioral health setting is preferred.
• Experience verifying insurance benefits and discussing coverage, treatment costs, and payment expectations.
• Strong verbal and written communication skills, with the ability to handle sensitive conversations professionally and compassionately.
• Ability to manage a high volume of calls and inquiries.
• Strong organizational and time-management skills with close attention to accuracy and detail.
• Comfort using digital intake tools, online forms, call tracking software, and Microsoft Office.
• Ability to maintain confidentiality and comply with HIPAA and organizational policies.
• Reliable, professional, and able to work collaboratively across multiple locations and teams.

• Compassionate Communication – Ability to communicate clearly, calmly, and empathetically with individuals and families who may be experiencing stress, crisis, or uncertainty due to addiction troubles.
• Professional Presence – Strong communication skills and the ability to build trust and rapport.
• Attention to Detail – Ability to accurately review patient-submitted intake information, confirm details for admissions, document call details, verify insurance information, and ensure all required admissions steps are completed before scheduling.
• Confidentiality & Compliance Awareness – Strong understanding of HIPAA and the importance of handling sensitive patient health information with discretion and professionalism.
• Organizational Skills – Ability to manage multiple inquiries, screenings, and admissions tasks efficiently.
• Insurance & Financial Literacy – Ability to verify insurance benefits, explain coverage, discuss treatment costs, and collect deposits.
• Collaboration & Teamwork – Ability to work closely with clinical and administrative staff across a nationwide network with multiple locations.
• Problem-Solving Skills – Ability to identify any issues during the intake process and escalate concerns appropriately.
• Technology Proficiency – Ability to use call tracking software and Microsoft programs.

Reports To: Chief Executive Officer (CEO)