Whole Connection

Whole Connection is looking for a dedicated Admissions Coordinator.
About Whole Connection LLC
Whole Connection came together as a place to provide training and constant growth for therapists who were working in the community, particularly with community members who have difficulty accessing mental health resources. Central to our work is understanding a person through a social work perspective. This means we look at how culture and society affect individuals as we explore their mental health concerns. We believe that all people should have access to Therapy, by clinicians and interns who are continually trained and educated and who are also taken care of (not overworked). In doing so we try and meet the needs of those of the community who come to see us by either sliding our fees or accepting medicaid insurance.
Description
Admissions Coordinator - Behavioral Health
Whole Connection LLC 100 Arapahoe Ave, Suite 14 • Boulder, CO 80302 Part-time (25-32 hrs/week) • Strong path to full-time
The Role
You're the first voice someone hears when they call looking for a therapist. That matters.
Whole Connection is a behavioral health group practice in Boulder and Denver serving around 200 sessions per week. We're looking for an Admissions Coordinator who is organized, warm on the phone, and comfortable talking with people during vulnerable moments. This is a phones-first role - you'll spend most of your time responding to inquiries, walking prospective clients through the admissions process, and scheduling them with the right therapist.
This is not a billing position, a clinic admin role, or a front desk job. It's focused, client-facing admissions work with room to grow.
What You'll Do
Admissions & Scheduling (Primary)

• Answer incoming calls, respond to web inquiries, and return voicemails - you're the main point of contact for new clients
• Conduct brief admissions calls (10-15 minutes): gather insurance info, explain financial policies, ask screening questions, and match clients to therapists based on insurance, availability, and preferences
• Build new client charts in our EHR and send the right document packages
• Track all inquiries and scheduling activity
• Follow up with prospective clients who haven't yet scheduled - persistent but not pushy

Insurance & Eligibility Basics

• Verify insurance using assigned payer portals (Medicaid, commercial, Medicare)
• Explain copays, deductibles, and what to expect on billing in clear, straightforward language
• Flag anything complex to the billing team - you're not expected to resolve claims

Outreach

• When admissions volume is lighter, reach out to referral sources: PCPs, hospitals, schools, community agencies
• Help maintain our referral resource list
• Track what you're doing so we can see what's working

Light Admin Support

• Follow up on missing intake paperwork or unsigned forms
• Help with basic client record updates
• Pitch in on occasional admin projects during slower periods

What We're Looking For
Required

• 1-2+ years in healthcare, behavioral health, or client-facing administrative work
• Comfortable on the phone - this is the core of the job, not a side task
• Warm and professional with people who may be anxious, frustrated, or in crisis
• Organized enough to juggle multiple inquiries without losing track
• Comfortable with EHR systems, Google Workspace, and digital workflows
• Able to handle sensitive information with discretion

Preferred

• Experience in behavioral health or mental health admissions
• Familiarity with insurance verification - Medicaid, Medicare, commercial payers
• Knowledge of Colorado behavioral health systems (HCPF, RAEs)
• Bilingual English/Spanish is a strong plus
• Comfort working with AI-assisted tools

Compensation & Benefits

• Pay: $21-$25/hour depending on experience
• Schedule: 25-32 hours/week to start, with strong potential to grow into full-time based on practice needs
• 401(k): 6% employer match
• PTO & Paid Holidays: Accrued from day one
• Health Insurance: Available upon reaching full-time status

About Whole Connection

• Whole Connection is a behavioral health practice with locations in Boulder and Denver. We serve a diverse client population - roughly half Medicaid - through a collaborative team of therapists and administrative staff. We care about making the process of starting therapy feel clear, supportive, and human. If you're someone who takes pride in helping people get connected to care, we'd like to hear from you.

Salary
$20 - $25.5 per hour