New Patient Admissions Coordinator

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New Patient Admissions Coordinator - Medical Practice

Remote (U.S.-Based)

US Time Zones (EST-PST)

Admissions Director

We are looking for a proactive, detail-oriented New Patient Admissions Coordinator to manage the full inbound patient journey - from the first phone call to confirmed intake. This is a fast-paced, communication-heavy role where the ability to quickly assess a caller's needs, navigate uncertainty, and move every conversation toward a clear next step is essential. You are not reading from a script. You are thinking critically, asking the right questions, and ensuring that every patient, family member, or referral partner ends the call with a defined outcome and a clear understanding of what happens next. If you come from a recovery, addiction, or behavioral health background, that experience is a significant advantage in this role.

New Patient Intake & Call Management

• Handle all inbound calls from prospective patients, family members, and referring providers
• Conduct structured, focused intake conversations that quickly establish the patient's needs and eligibility
• Ask precise follow-up questions to gather the clinical, insurance, and logistical information required to move forward
• End every call with a defined outcome: scheduled, not eligible, or pending additional information - nothing left ambiguous

Eligibility & Screening

• Screen new patients against program or practice criteria to determine fit
• Identify missing information, documentation gaps, or inconsistencies early and address them directly
• Communicate eligibility decisions clearly and without ambiguity - set honest expectations from the first interaction

Coordination & Documentation

• Schedule consultations, assessments, and next-step appointments with accuracy and efficiency
• Enter and maintain complete, accurate patient records in the EHR and intake tracking systems
• Coordinate with internal clinical and administrative teams to ensure smooth patient transitions
• Follow up on incomplete referrals, outstanding documentation, or pending decisions without being prompted

Patient Experience & Communication

• Engage patients and families with clarity, warmth, and professionalism - especially in high-stress situations
• Provide honest, direct information about the practice, services, and what to expect - avoid overpromising
• Think creatively when patients ask unexpected questions or present non-standard situations
• Redirect callers who are not a fit to appropriate resources while maintaining a respectful, supportive tone

Process & Systems

• Operate within defined intake workflows and documentation standards
• Use sound judgment to navigate situations that fall outside established protocols
• Proactively flag recurring issues, process gaps, or systemic inefficiencies to leadership
• Bring initiative and ownership to your work - identify what needs to happen and make it happen

• Prior experience in new patient coordination, medical admissions, intake coordination, or a closely related role
• Strong critical thinking skills - able to assess situations quickly, problem-solve, and adapt without constant direction
• Excellent spoken and written English - clear, direct, and professional in all patient-facing communications
• Experience using EHR or patient management platforms
• Proven ability to manage high call volumes with accuracy and composure
• Must have prior remote work experience and be fluent with tools such as Slack, Zoom, Google Workspace, or similar
• Must have experience working with U.S.-based companies - applications without this background will not be considered

• Background in recovery, addiction treatment, behavioral health, or mental health services - strongly preferred
• Experience navigating insurance verification, prior authorizations, or benefits coordination
• Familiarity with clinical terminology and levels of care across behavioral or medical health settings
• Demonstrated initiative: a track record of identifying problems, owning outcomes, and improving processes without being asked

• EHR / patient management system
• Intake and referral tracking tools
• Google Workspace
• Slack, Zoom, and other remote collaboration platforms