ADMISSION SPECIALIST

Admission Specialist

Guides and supports individuals and families seeking treatment for substance use and mental health disorders. The Admissions Specialist is responsible for engaging prospective clients, conducting pre-assessments, coordinating admissions, and supporting the overall admissions process with professionalism, urgency, and attention to detail. This role requires strong communication skills, emotional intelligence, and the ability to navigate high-stress situations while maintaining a supportive and solutions-oriented approach.

Essential Functions:

• Answers inbound admissions calls, web inquiries, and referral sources in a timely and professional manner.
• Screens, engages, and motivates prospective clients toward treatment while removing logistical barriers to admission.
• Assists in managing leads from first contact through admission or disposition, when applicable.
• Attempts all available contact methods, including multiple phone numbers, to establish communication with prospective clients.
• Conducts pre-assessments to gather information related to substance use history, mental health, medical needs, and prior treatment.
• Collaborates with clinical staff to determine appropriate level of care including detox, residential, PHP, and IOP.
• Submits cases for clinical review when required and escalates high-risk or unclear cases appropriately.
• Presents program costs and assists in facilitating payment arrangements while ensuring all financial discussions are documented.
• Schedules and confirms admissions, coordinates transportation, and supports arrival logistics.
• Maintains accurate bed availability tracking and communicates updates with internal teams.
• Assists in tracking and documenting clients referred to external medical facilities and supports coordination of return or appropriate placement.
• Maintains accurate and timely documentation in Salesforce, ensuring all client demographics and admission data are complete.
• Completes required notes, tasks, and follow-ups in accordance with company standards.
• Assists with overall calls and supports team needs as required.
• Works collaboratively with Admissions, Clinical, and Operations teams to ensure continuing care.
• Performs additional duties assigned by supervisor.

The job duties listed in this job description may not be inclusive of all requirements of this position. Other duties may be assigned by your supervisor.

Competencies:

• Problem Solving
• Customer Service
• Communications
• Teamwork
• Ethics
• Judgment

Qualifications:

Language Skills: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers. Ability to communicate effectively through email. Ability to effectively present information to top management, public groups, and/or boards of directors.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Office (Word, Excel and Outlook) as well as CRM platforms, specifically Sales Force.

Physical Demands: While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

Work Environment: The noise level in the work environment is usually moderate.