Admissions Specialist

Admissions Specialist - Clinical Intake & Patient Coordination

Remote (U.S.-Based)

US Time Zones (EST-PST)

Admissions Director

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.

• 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.

• 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.

• 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.

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