Admissions Team Lead

Admission Team Lead

The Admission Team Lead plays a critical leadership role in overseeing the daily operations of the Admissions Department while maintaining an active admissions caseload. This position is responsible for supporting Admissions Coordinators, monitoring workflow, ensuring timely response to prospective patients and referral sources, and promoting exceptional customer service throughout the admissions process. The Team Lead serves as a resource for staff by providing coaching, guidance, and operational support while assisting leadership with departmental initiatives and escalated admissions concerns. By collaborating with facility leadership, clinical teams, and corporate partners, the Admission Team Lead helps ensure efficient patient placement, regulatory compliance, and achievement of departmental performance goals. Ultimately, this role supports the organization's mission by providing compassionate access to behavioral healthcare while fostering a high-performing admissions team.

Minimum Qualifications:

• High school diploma or equivalent required; college degree preferred.
• Experience working in behavioral health, healthcare admissions, or a related customer service environment.
• Previous leadership, supervisory, or team coaching experience.
• Strong knowledge of substance use disorders, behavioral health services, and the admissions process.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and computer-based documentation systems.
• Ability to accurately complete data entry while managing telephone conversations.
• Valid driver's license with a safe driving record.
• Reliable transportation.
• If in recovery, a minimum of one year of continuous verifiable sobriety.

Preferred Qualifications:

• Bachelor's degree in Healthcare Administration, Business Administration, Psychology, Social Work, or a related field.
• Previous leadership experience within behavioral healthcare admissions or intake operations.
• Experience using Salesforce, Zoom, electronic health record (EHR), or CRM systems.
• Knowledge of insurance verification, financial approvals, and behavioral health levels of care.
• Experience training, mentoring, and developing admissions staff.
• Working knowledge of HIPAA and 42 CFR Part 2 confidentiality regulations.

Responsibilities:

• Oversee the daily operations of the admissions team by monitoring call queues, workflow, follow-up assignments, and lead distribution.
• Maintain an active admissions caseload while leading by example and consistently following admissions best practices.
• Assist Admissions Managers and Directors with supervising, coaching, and motivating Admissions Coordinators to achieve departmental performance goals.
• Monitor inbound calls to ensure patients, families, and referral sources receive compassionate, professional, and timely service.
• Assist with financial approvals, level of care approvals, and escalation of urgent admissions concerns during periods when leadership is unavailable.
• Coordinate communication between admissions staff, facilities, referral partners, and corporate leadership to facilitate timely patient placement.
• Provide real-time coaching, feedback, and guidance to team members to promote continuous improvement and professional development.
• Assist with onboarding, training initiatives, and implementation of admissions best practices.
• Monitor departmental reports, key performance indicators (KPIs), and operational metrics to identify opportunities for improvement.
• Ensure compliance with HIPAA, 42 CFR Part 2, organizational policies, and all applicable federal and state confidentiality regulations.
• Maintain accurate documentation and communication within Salesforce, email, Zoom, and other organizational systems.
• Foster collaborative relationships with facility leadership, referral partners, corporate departments, and internal stakeholders.
• Demonstrate flexibility in scheduling to provide operational support and leadership coverage as needed.
• Perform other duties as assigned in support of departmental and organizational objectives.

The Admission Team Lead applies strong leadership and behavioral health knowledge daily to guide Admissions Coordinators while ensuring individuals seeking treatment receive compassionate and efficient service. Excellent communication skills are essential for interacting with patients, families, referral partners, facility leadership, and internal teams to coordinate admissions and resolve escalated concerns. Organizational and time management skills are critical for balancing personal admissions responsibilities with oversight of departmental workflow, staffing priorities, and operational performance. Proficiency with admissions software, Salesforce, Microsoft Office, and electronic documentation systems supports accurate recordkeeping and efficient communication. Additionally, the ability to coach, motivate, and develop team members fosters a collaborative, high-performing admissions department while ensuring compliance with HIPAA, 42 CFR Part 2, and organizational standards.