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Admissions Coordinator

Company: Ascension Recovery Services
Location: Remote
Schedule: Full-Time | Evening and Weekend Availability Required

Join Our Journey. Help Expand Access to Care.

Ascension Recovery Services (ARS) is the nation's first Substance Use Disorder Management Services Organization (SUD-MSO), partnering with organizations across the country to develop, launch, and operate high-quality behavioral health and substance use disorder treatment programs.

Our work is centered on one goal: expanding access to compassionate, evidence-based care for individuals and families who need it most.

As an Admissions Coordinator, you will play a critical role in that mission by helping individuals navigate the first steps toward treatment. You will serve as a trusted point of contact for prospective patients, families, referral partners, and community providers while coordinating a smooth, responsive, and supportive admissions experience.

Help Create a Seamless Path to Treatment

The Admissions Coordinator supports Admissions operations across Ascension Recovery Services and its partner programs. This position is responsible for responding to inquiries, completing initial screenings, coordinating referrals, gathering required information, and helping individuals move efficiently from first contact to admission.

The ideal candidate is compassionate, highly organized, responsive, and comfortable helping individuals and families navigate what can be an emotional and time-sensitive decision to seek treatment.

Essential Duties

• Respond promptly and professionally to incoming admission inquiries from prospective patients, families, referral sources, healthcare providers, and community partners.
• Conduct initial telephone screenings and gather information necessary to determine potential eligibility and appropriate next steps.
• Obtain and accurately document demographic, clinical, medical, insurance, referral, and admissions information in designated electronic systems.
• Guide prospective patients and families through the admissions process, including explaining next steps, required documentation, treatment expectations, and available resources.
• Coordinate with clinical and medical teams to facilitate timely review of prospective admissions and determine appropriate level of care.
• Maintain consistent follow-up with prospective patients, families, referral sources, and internal teams throughout the admissions process.
• Coordinate admissions with facility and operational teams to support appropriate placement and arrival planning.
• Collaborate closely with Business Development to facilitate referrals and maintain strong communication with referral partners.
• Coordinate the collection of outside medical records, clinical documentation, medication information, and other materials necessary to support admission review.
• Support insurance verification and collection of information necessary for benefit eligibility and financial coordination, as assigned.
• Assist patients and families with transportation, travel, and other logistical needs related to admission when appropriate.
• Provide appropriate referral resources when an individual does not meet admission criteria or would be better served by another provider or level of care.
• Accurately document admissions activity, communications, follow-up efforts, referrals, and outcomes.
• Maintain admissions tracking information and support reporting related to inquiries, referrals, conversions, admissions, and other operational metrics.
• Identify barriers to admission and collaborate with Admissions leadership and operational teams to improve responsiveness, efficiency, and the patient experience.
• Represent Ascension Recovery Services and its partner organizations professionally with patients, families, referral sources, and community partners.
• Maintain appropriate professional boundaries and protect confidential patient information at all times.
• Follow HIPAA, 42 CFR Part 2, company policies, applicable state and federal requirements, and accreditation standards.
• Participate in evening, weekend, and on-call admissions coverage as assigned.
• Perform other duties as assigned to support Admissions operations and organizational needs.

Qualifications

Education

• Bachelor's degree in social services, behavioral health, healthcare administration, business, management, or a related field preferred.
• Relevant behavioral health, healthcare, admissions, or case management experience may be considered in place of a degree.
• Peer Recovery Specialist certification is a plus.

Experience

• Two or more years of experience in behavioral health, substance use disorder treatment, healthcare, admissions, intake, case management, or a related field strongly preferred.
• Previous experience in admissions, intake, call center operations, care coordination, or referral management preferred.
• Experience working with individuals with substance use disorders and co-occurring mental health conditions strongly preferred.

Key Competencies

• Compassionate Communication
• Patient and Family Experience
• Urgency and Responsiveness
• Relationship Management
• Attention to Detail
• Collaboration and Teamwork
• Problem Solving
• Accountability
• Confidentiality
• Organization and Follow-Through
• Mission Alignment
• Recovery-Oriented Care

Work Conditions

This position is primarily remote and requires regular use of a computer, telephone, video conferencing, electronic medical records, CRM systems, and other communication platforms.

The role requires frequent communication with prospective patients, families, referral partners, and internal team members.

Because treatment inquiries often occur outside traditional business hours, this position requires flexibility to support Admissions operations during evenings and weekends and may participate in an on-call rotation as assigned.

Occasional travel or in-person attendance at organizational meetings, training sessions, or partner-site activities may be required.

Performance Expectations

Success in this role includes:

• Providing prospective patients and families with a compassionate, professional, and responsive admissions experience.
• Responding to inquiries and referrals promptly and consistently.
• Maintaining accurate and complete admissions documentation.
• Following up appropriately on prospective admissions and referral opportunities.
• Coordinating effectively across clinical, medical, operational, Admissions, and Business Development teams.
• Identifying and helping remove barriers that may delay access to treatment.
• Maintaining confidentiality and compliance with HIPAA, 42 CFR Part 2, organizational policies, and applicable regulatory requirements.
• Supporting organizational admissions goals while ensuring clinical appropriateness and patient safety remain the priority.
• Demonstrating professionalism, accountability, teamwork, and commitment to Ascension Recovery Services' mission of expanding access to behavioral health and substance use disorder treatment.

Equal Employment Opportunity

Ascension Recovery Services is an equal opportunity employer. We believe diversity and inclusion strengthen our organization and enhance the quality of care we help deliver.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable law.