Admission Coordinator
Job Description
Job DescriptionThe Admissions Coordinator supports California Prime Recovery’s mission to provide compassionate, evidence-based addiction and mental health treatment grounded in integrity, respect, and clinical excellence. This role serves as a primary point of contact for prospective clients, families, and referral sources and is responsible for coordinating the admissions and intake process from initial inquiry through program entry.
Job Duties and Responsibilities
Admission Coordination
1. Serve as the primary point of contact for prospective clients, families, referral sources, and other inquiries received by phone, email, or other communication platforms.
2. Respond to all admissions inquiries promptly, professionally, and compassionately while providing accurate information regarding programs, services, and the admissions process.
3. Conduct structured pre-assessment screenings to gather client information and determine preliminary program appropriateness in accordance with established admissions criteria.
4. Coordinate prospective client tours, admissions scheduling, transportation arrangements, and intake logistics to facilitate a smooth admission process.
5. Maintain Consistent follow-up communication with prospective clients, families, and referral sources throughout the admissions process.
Intake Coordination
6. Complete all required intake documentation accurately and within established timeframes in accordance with company policies and applicable DHCS/TJC requirements.
7. Enter, update, and maintain accurate client information within the organizations EMR, CRM, and other required systems.
8. Obtain and coordinate required admission documentation, including releases of information, previous medical records, insurance information, and other required documents.
9. Coordinate admission communications with clinical, medical, and operations staff to support a timely and organized admission process.
10. Notify appropriate departments of new admissions and ensure all required admission tasks are completed.
Insurance & Financial Coordination
11. Verify insurance benefits and communicate benefit information and financial responsibilities to prospective clients and families.
12. Coordinate with billing partners regarding verification of benefits, prior authorizations, single case agreements, and other payer requirements as applicable.
13. Assist with private pay coordination and communicate financial expectations in accordance with company policies.
Communication & Collaboration
14. Maintain timely communication with referral partners, clients, families, and internal departments regarding admissions status and required follow-up.
15. Communicate pertinent client information to interdisciplinary team members to support continuity of care and admission planning. 16. Participate in admissions meetings, departmental meetings, training, and other organizational initiatives.
Documentation & Regulatory Compliance
17. Maintain accurate, timely, and complete documentation in accordance with company policies, HIPAA, DHCS/TJC regulations, and other applicable regulatory standards.
18. Maintain client confidentiality and appropriate professional boundaries in all communications and interactions.
19. Follow all company policies, procedures, and regulatory requirements.
Admissions Support
20. Participate in the admissions department on-call rotation as assigned, including after-hours, weekend, and holiday coverage.
21. Assist with department workflow, special projects, and additional responsibilities as assigned to support operational needs.