Admissions Coordinator 

Job Description

REQUIREMENTS

• 1–3+ years of experience in healthcare admissions, intake coordination, healthcare sales, or related client-facing role required.
• Experience in behavioral health, eating disorder treatment, healthcare sales, or high-volume call center environments preferred.
• Sales/customer service experience preferred.
• Experience working directly with clients, families, or patients in emotionally sensitive situations strongly preferred.
• Experience managing multiple priorities and workflows in a fast-paced environment preferred.
• Familiarity with insurance verification, healthcare scheduling, or admissions processes preferred.

RESPONSIBILITES

• Client Engagement & Conversion
  • Serve as the primary contact for prospective clients, families, and referral sources via phone, email, and other communication channels.
  • Guide clients and families through all stages of the admissions process with compassion, professionalism, urgency, and responsiveness.
  • Engage clients using a compassionate, relational, and consultative approach to encourage movement through the admissions process.
  • Conduct a pre-admit screen and share the recommended level of care as determined by a clinical team member.
  • Effectively manage objections, assess readiness for change, and motivate clients to pursue treatment.
  • Maintain conversion rates and registration targets by tailoring communication to client needs and stage of change.
  • Provide clear, accurate information about treatment programs, admissions processes, and expectations.
  • Share appropriate community resources when clients are unable to access care.
  • Promptly answer incoming calls, including those through an admissions inquiry phone queue
• Admissions Coordination & Scheduling
  • Coordinate and schedule any pre-admission appointments (e.g., medical intake).
  • Secure admission dates and ensure timely placement into appropriate levels of care (IP, Residential, PHP, IOP).
  • Communicate confirmed admissions to internal teams.
  • Provide clients with pre-admission materials (e.g. program handbooks and addendums) and share health insurance benefit quotes for recommended services.
  • Conduct routine follow-ups with prospective clients.
• Census Management.
  • Support organizational census goals by facilitating timely and appropriate admissions across levels of care.
  • Monitor program capacity and collaborate with operational and clinical teams to optimize admissions placement opportunities.
  • Track client progression throughout the admissions pipeline and maintain accurate status updates within internal systems.
  • Escalate census concerns, admission delays, or placement barriers as appropriate.
• Documentation & Systems Management
  • Accurately create, maintain, and update client records in the CRM, EHR, and other internal systems.
  • Maintain timely and detailed documentation of all client interactions, follow-up activities, and admissions-related communications in the CRM.
  • Ensure all records, documentation, and workflows meet quality assurance, compliance, HIPAA, and organizational standards.
  • Utilize internal tracking tools and reporting systems to support operational visibility and workflow management.
  • Maintain accuracy and attention to detail while managing high-volume documentation responsibilities.
• Relationship Management & Support
  • Build and maintain strong relationships with referring providers and internal teams.
  • Provide support for escalated or sensitive client interactions with professionalism and empathy.
  • Collaborate cross-functionally to ensure a seamless admissions experience.
  • Maintain strict confidentiality of protected health information in accordance with regulations and company policies.
• General Duties
  • Balance a fast-paced, results-driven environment with compassionate client interactions.
  • Adapt to changing priorities while maintaining performance standards.
  • Provide team support and coverage (e.g. PTO coverage) as needed or assigned.
  • Adhere to time management policies and procedures (e.g. on/off queue procedures, break schedules, etc.)
  • Perform other duties as assigned.

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