Admissions Specialist - Clinical Intake & Patient Coordination

Role Overview

We are seeking a sharp, composed, and highly structured Admissions Specialist to serve as the first point of contact for incoming referrals and patient inquiries. This is a full-time , high-volume role that demands the ability to assess each call quickly, gather the right information, and guide every interaction toward a clear, defined outcome. The ideal candidate thinks on their feet, stays calm under pressure, and brings a direct yet empathetic communication style to every conversation.

Experience in the recovery, addiction treatment, or behavioral health space is a significant advantage. You understand what it means to speak to someone in crisis — or to a hospital discharge planner trying to place a patient — and you know how to meet both with equal clarity and professionalism.

Key Responsibilities

Inbound Call Management

• Serve as the primary point of contact for all inbound calls from hospitals, referral partners, families, and individuals
• Lead every conversation with a calm, structured approach and clear communication
• Ask targeted, relevant questions to assess the situation quickly and accurately
• Communicate program scope, eligibility, and limitations with honesty and confidence

Screening & Intake

• Conduct thorough eligibility screenings based on established program criteria
• Gather required information including medical history , functional status , insurance details , and discharge context
• Identify gaps, inconsistencies, or red flags in referral information
• Deliver clear determinations: appropriate for placement, not appropriate, or requires additional information

Referral Coordination

• Accurately document all referrals and intake activity in EHR systems , tracking tools, and spreadsheets
• Maintain real-time visibility into all referral statuses and ensure nothing falls through the cracks
• Follow up proactively on pending items and coordinate next steps including assessments and internal reviews

Process Execution & Problem-Solving

• Follow defined intake workflows and documentation standards where established
• Exercise sound judgment and creative thinking in situations that fall outside standard processes
• Escalate complex or unclear cases to appropriate team members without delay
• Think outside the box when patients or referral sources ask unexpected or non-standard questions
• Identify recurring gaps or process issues and flag them proactively to improve overall operations

External Guidance & Redirection

• Provide clear, honest direction when a caller's needs fall outside program scope
• Redirect callers to relevant external resources when appropriate
• Maintain a respectful, composed tone in emotionally charged or high-pressure interactions
• Avoid overpromising or creating false expectations at all times

Required Qualifications

• Prior experience in an admissions, intake, patient coordination, or case management role
• Strong ability to think on your feet and respond to unpredictable, high-pressure situations with calm and clarity
• Excellent verbal communication skills — clear, direct, and professional in all interactions
• Experience working with EHR platforms , CRM systems , or referral tracking tools
• Demonstrated ability to manage high call volumes while maintaining accuracy and professionalism
• Must have prior remote work experience and be proficient with remote collaboration tools such as Slack , Zoom , Google Workspace , or similar
• Must have experience working with U.S.-based organizations — applications without this background will not be considered

Preferred Qualifications

• Background in recovery, addiction treatment, behavioral health, or a closely related field — this is a strong plus
• Familiarity with clinical language, treatment levels of care, and insurance verification processes
• Experience handling emotionally sensitive conversations with individuals and families in crisis
• Demonstrated initiative and self-direction — able to work independently and take ownership of outcomes

Tools & Technology

• EHR / patient management systems
• Referral tracking tools and spreadsheets
• Google Workspace
• Slack, Zoom , and other remote collaboration tools