Admissions Coordinator

This is a fully remote position, open to applicants in California.

📋 Description

• Assist in the daily operations of the Admissions Department

• Act as the primary contact for prospective clients, families, first responder departments, peer-support teams, Employee Assistance Programs (EAPs), and referral partners

• Respond to inquiries via phone calls, texts, emails, website submissions, and referrals

• Collect demographic data, behavioral health information, substance use history, treatment records, insurance details, and referral sources

• Identify and escalate any concerns related to behavioral health, medical safety, intoxication, or withdrawal as necessary

• Provide general information regarding programs, care levels, admission prerequisites, expectations, and subsequent steps

• Schedule thorough admissions assessments with Admissions Counselors and Senior Admissions Counselors

• Gather insurance information and assist in verifying benefits

• Collaborate with Admissions, Billing, Utilization Review, Clinical/Medical, and other departments

• Ensure precise and timely documentation in Salesforce, the electronic health record, Call Tracking Metrics, and additional systems

• Follow up with prospective clients, families, and referral sources

• Aid in coordinating admission dates, arrival details, transportation, necessary documentation, and logistics

• Ensure consistent communication during case transfers between team members or shifts

• Provide non-clinical resources and referral information as directed

• Stay informed about behavioral health, substance use treatment, levels of care, insurance procedures, and referral resources

• Cultivate cultural competency concerning first responders, public safety professionals, veterans, families, and peer-support teams

• Uphold professional boundaries, differentiating admissions support from clinical assessments or treatment suggestions

• Independently manage assigned leads, communications, tasks, and follow-ups

• Engage in meetings, training, continuing education, and organizational events

• Ensure compliance with HIPAA, confidentiality, professional boundaries, and ethical standards

• Execute additional duties as assigned

⛳️ Requirements

• A high school diploma or equivalent is mandatory

• Preferred experience in behavioral health, substance use treatment, healthcare admissions, intake, customer service, crisis services, or a related field

• Previous experience working independently in a remote setting is preferred

• Familiarity with behavioral health and/or substance use treatment is advantageous

• Understanding of first responder/public safety culture is preferred

• Willingness to undergo required cultural competency training

• Capability to complete necessary behavioral health, crisis recognition, first responder cultural competency, peer-support, and/or CISM training

• Strong computer skills and ability to navigate multiple electronic systems

• Ability to maintain required organizational training and certifications

• Excellent communication skills, effective telephone presence, and rapport-building abilities

• Strong organizational, time management, and meticulous attention to detail

• Capacity to handle multiple priorities, leads, and communications concurrently

• Ability to work independently while recognizing the need for consultation or escalation

• Sound judgment and adherence to established admissions procedures

• Cultural sensitivity when engaging with first responders, public safety professionals, veterans, families, and diverse populations

• Ability to identify potential behavioral health and safety concerns while staying within role boundaries

• Proficient written and verbal communication skills

• Preference for proficiency with Salesforce, EHR systems, Call Tracking Metrics, Microsoft Office/Outlook, and similar technologies

• Familiarity with insurance verification and behavioral health benefits is preferred

• Dependability, professionalism, discretion, accountability, and a commitment to confidentiality are essential

• Access to reliable high-speed internet/Wi-Fi and telephone service

• A private, quiet, and professional workspace suitable for confidential healthcare communications

• Ability to maintain HIPAA-compliant privacy and information security standards

• Reliable availability and responsiveness during scheduled working hours

• Capability to independently manage time, workload, documentation, and follow-ups

• Ability to promptly report any technological, internet, telephone, or environmental issues affecting job performance

🏝️ Benefits

• Flexible scheduling options

• Overtime opportunities may be available based on business demands

• Required training, continuing education, and participation in organizational activities

• Opportunity to complete necessary behavioral health, crisis recognition, first responder cultural competency, peer-support, and/or CISM training

• Remote work options available for eligible candidates