Admissions Coordinator

Admissions Coordinator

At Nexus, we bring together medical, behavioral, and rehabilitative care to support individuals with complex needs. Our interdisciplinary teams help patients and families navigate their care journey, working toward greater stability, independence, and quality of life.

We are seeking an organized, service-focused Admissions Coordinator to guide patients, families, and referral partners through the admissions process. This position manages referrals from initial inquiry through admission, ensuring appropriate referrals move forward efficiently and all required clinical, financial, and administrative steps are completed.

The Admissions Coordinator serves as a central point of contact for referral sources, families, and facility teams. Success in this role requires strong communication, attention to detail, and the ability to coordinate multiple referrals while providing a responsive, welcoming experience.

Referral Management & Admissions Coordination

• Manage inpatient referrals from initial inquiry through admission, coordinating each step within the timeframes requested by referral sources.
• Complete intake forms and checklists accurately, gathering all required patient, family, financial, and referral information.
• Coordinate timely clinical screening and communicate progress, anticipated timelines, and next steps to referral sources and other involved parties.
• Obtain and document clinical and financial acceptance from the appropriate facility leaders.
• Coordinate incoming transfers with referring organizations and internal departments.
• Support referral and admissions activities in inpatient and outpatient settings, as assigned.
• Follow up on canceled referrals to identify opportunities to reconnect and address barriers to admission.

Insurance Verification & Financial Coordination

• Ensure insurance verification is completed for potential inpatient admissions.
• Complete benefits explanation documentation for patients and families.
• Coordinate with administrative and clinical teams to address payer requirements and financial questions.
• Obtain approved rates from the CEO or designee when necessary for commercial payers.
• Facilitate care plan documentation and communication between facility case management and payers as needed.
• Maintain working knowledge of Medicare, Medicaid, commercial insurance, and applicable licensing requirements.

Communication & Referral Relationships

• Establish and maintain positive working relationships with referral sources.
• Keep referral partners, families, and internal teams informed throughout the admissions process.
• Serve as a liaison with relevant state agencies and community organizations regarding potential inpatient and outpatient referrals.
• Present facility programs and services to prospective referral partners.
• Conduct facility tours for referral sources and family members.
• Participate in scheduled marketing meetings and daily leadership discussions about referral activity.

Documentation & Reporting

• Document referral-related conversations, actions, and decisions accurately, including dates and times.
• Maintain current referral tracking tools, intake boards, and required admissions records.
• Complete and submit daily and monthly logs and reports.
• Prepare monthly referral, admission, and discharge tracking reports for the CEO and marketing team.
• Enter information into the patient accounting system as needed.
• Communicate daily referral updates to facility leadership according to established protocols.
• Perform other duties as assigned.

Education

• High school diploma or equivalent required.
• Some college coursework preferred.

Experience & Skills

• Experience in case management and insurance verification.
• A strong healthcare background with knowledge of Medicare, Medicaid, and commercial insurance preferred.
• Knowledge of medical terminology.
• Proficiency with Microsoft Office applications.
• Strong organizational skills and attention to detail.
• Ability to prioritize competing needs and manage multiple referrals and deadlines.
• Clear communication skills and the ability to work effectively with families, referral partners, clinical teams, and facility leadership.
• A professional, compassionate approach to helping patients and families navigate admissions.

Licensure & Certification

• No license or certification required.

Help patients and families take the next step toward specialized care. Join Nexus as an Admissions Coordinator and play an essential role in connecting individuals with the services they need.