Admissions Coordinator

Admissions Coordinator

The Admissions Coordinator plays a key role in ensuring timely, seamless entry into care at Maryland Wellness. This position is based in our Upper Marlboro office, with the flexibility to travel to our Waldorf and Clinton offices as needed — typically around once a week, though not every week — to support coverage across our Southern Region locations. This position is responsible for managing all aspects of client registration, serving as the first point of contact for new clients and referral sources. The Coordinator ensures quick response to all referrals, supports enrollment across multiple programs, and works to address barriers to care by leveraging agency and community resources. By using information gathered during the admissions process, the Coordinator helps align clients with appropriate clinicians and services to support long-term success in care.

Referral & Registration Management

• Respond promptly and professionally to all incoming referrals, ensuring timely registration of new clients.
• Serve as the primary contact for referral partners, coordinating introductions with the Outreach team for new or expanded partnerships.
• Track referral sources and follow up to strengthen relationships and improve referral pipelines.
• Educate clients and families on available services and programs to support enrollment across multiple service lines.
• Greets and checks-in clients upon arrival
• Availability to attend outreach events to do on-site registrations

Client Access

• Conduct insurance verification and coordinate any insurance needs to ensure clients can begin care without delay.
• Complete required paperwork including consents, billing information, and Releases of Information (ROIs), ensuring compliance with privacy regulations.
• Provide clear explanation of billing policies, patient rights, and available supports.
• Introduce clients to Maryland Wellness programs, completing the welcome packet and ensuring clients understand available resources.
• Schedule required assessments immediately following registration and reschedule any no-show appointments.
• Manage any admission projects assigned by leadership

Barrier Resolution & Client Success

• Identify barriers to care (transportation, insurance, documentation, communication, etc.) and proactively work with clients to resolve them.
• Utilize internal and external resources to address obstacles, ensuring equitable access to care.
• Use information gathered during the admissions process to help align clients with clinicians who are a strong fit for their needs and preferences.
• Coordinate internal referrals to additional programs, promoting comprehensive care and continuity of services.
• Monitor clinician capacity and trends in client needs to share with manager for leadership discussion and decision making

Administrative & Compliance Responsibilities

• Enter and update client information accurately in the electronic medical record (EHR) system.
• Maintain accurate and organized records of client interactions in compliance with regulatory standards.
• Log all communication and attempted communication with clients or referral sources in the EHR.
• Support facility/office needs including cleaning, event support, organizing, and minor maintenance/supply needs
• Opens and closes offices daily
• Other duties as assigned

Qualifications:

• Associate or Bachelor's degree in Business/Health Administration or related field.
• Preferred minimum 2 years of experience in medical assisting or administration.
• Preferred Minimum 2 years of management/supervision experience.
• Experience in mental health and addictions or a related field preferred.
• CPR and First Aid Certification required.

Skills and Abilities:

• Strong organizational and leadership skills.
• Excellent written and verbal communication abilities.
• Interpersonal skills to effectively build relationships with diverse individuals.
• Ability to handle a fast-paced environment and prioritize tasks.
• Proficient in using computers and technology for data management.

Physical Abilities:

Must have the ability to stay in a stationary position for long periods of time. Must have the ability to occasionally move about the office. Ability to sit and use a computer for long periods of time. Manual and physical dexterity needed to operate a computer keyboard and handle paper documents. Sufficient near vision ability to read information appearing on computer display screens, in hand-written forms, and printed on paper. Adequate hearing and verbal abilities to communicate effectively in person and by telephone.

Working Conditions:

Work is performed in an office or other environmentally controlled room. Please note: This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the staff member for this job. Duties, responsibilities and activities may change at any time with or without notice as dictated by the needs of the organization.