ADMISSIONS COORDINATOR JOB DESCRIPTION

An Admissions Coordinator who cannot keep pace with referral volume creates a measurable gap: beds sit empty, discharge planners stop calling, and patients lose access to the level of care they need. This role owns the intake pipeline from first referral contact through completed admission paperwork, working within hospital, skilled nursing, behavioral health, and rehabilitation settings where Medicare, Medicaid, and managed care authorizations govern every placement decision. Few positions touch as many stakeholders simultaneously. The Admissions Coordinator reports to program leadership, coordinates with clinical staff, and serves as the primary point of contact for referral sources, patients, and families at some of the most consequential moments in a patient's care journey.

What employers mean by intake pipeline ownership is rarely spelled out, so the admissions coordinator roles page defines it with day-to-day examples.

As the Admissions Coordinator, you manage the end-to-end referral intake and insurance verification process that keeps patient census on target and ensures every admission meets payer authorization requirements. You work alongside clinical teams, case managers, and department leaders within an acute, post-acute, or behavioral health facility to translate referral volume into compliant, timely admissions.

Career Impact: Mastering Medicare and Medicaid authorization workflows and managed care contract requirements positions an Admissions Coordinator as a recognized expert in healthcare access - a credential that transfers across hospital systems, rehabilitation networks, and behavioral health organizations.

Business Impact: When referral response times drop, and insurance pre-certifications are secured before admission, facilities avoid denied claims, protect reimbursement revenue, and give discharge planners a reliable partner they call first.

Growth Opportunity: The operational and clinical knowledge gained here - payer mix management, CMS compliance, and referral source development - directly supports advancement into Patient Access Director, Director of Business Development, or Admissions Manager roles.

• Process inbound referrals from hospital discharge planners, physicians, and community agencies to determine admission eligibility.
• Verify Medicare, Medicaid, managed care, and commercial insurance benefits before each admission to secure authorization.
• Complete pre-admission screening assessments and coordinate physician review within required regulatory timeframes.
• Obtain and document all demographic, financial, and clinical information needed to open accurate patient records.
• Communicate confirmed admission details, including bed assignment, arrival time, and physician to receiving clinical departments.
• Partner with case management and the business office to resolve insurance denials and coordinate continued-stay authorizations.
• Conduct facility tours for prospective patients and families and maintain active referral source relationships through regular outreach.
• Monitor daily census data and contribute to morning operational meetings to align staffing and bed management decisions.

Candidates often list insurance verification but skip showing referral-to-admission conversion rates, which resume bullets that frame these duties make concrete.

• Bachelor's degree in healthcare administration, social work, psychology, or a related field, or equivalent work experience.
• 2 or more years of admissions, patient access, or healthcare intake experience, with direct exposure to insurance verification.
• Working knowledge of Medicare, Medicaid, managed care authorization processes, and third-party reimbursement structures.
• Demonstrated ability to read and interpret insurance benefit documents and explain coverage clearly to patients and families.
• Strong written and verbal communication skills with the composure to support families and referral sources under time pressure.
• Proven organizational skills with the ability to manage multiple open referrals simultaneously without loss of accuracy.
• Valid driver's license where field-based referral outreach or inter-facility coordination is required.

To judge whether your managed care and CMS compliance background is strong enough, the posted qualification bar gives a benchmark to measure against.

• Prior experience in an acute rehabilitation, skilled nursing, behavioral health, or hospice admissions setting.
• Familiarity with HIPAA compliance requirements as applied to patient records, referral documentation, and admission consent forms.
• Certified Healthcare Access Associate (CHAA) credential or willingness to pursue certification within 12 months of hire.
• Bilingual proficiency in English and Spanish to support diverse patient and family populations at point of intake.

• Referral-to-admission conversion rate, measuring how consistently intake inquiries result in completed placements.
• Pre-certification approval rate, reflecting the accuracy of insurance verification before the admission date.
• Average referral response time in hours, tracking how quickly new referrals receive an initial outreach contact.
• Admission paperwork error rate, measured by the percentage of files requiring correction after initial completion.
• Denial rate on first-pass insurance submissions, indicating upstream accuracy of benefit verification and authorization requests.
• Typical tools: Patient management systems (commonly HMS/MedHost or similar EMR), CRM platforms (commonly Salesforce or equivalent), and insurance portal access.

Pre-certification approval rate alone won't show advancement potential; the career path and salary outlook cover the certification and progression piece that most candidates miss

• Base Salary Range: $42,000 to $58,000 per year depending on setting and geography.
• Bonus: performance-based bonus tied to census and referral conversion targets, typically 5 to 8 percent of base.
• Equity: not standard for this role in most healthcare facility settings.
• Health Benefits: medical, dental, and vision coverage, commonly with employer contribution toward premiums.
• PTO: 15 to 20 days per year, plus paid holidays standard across most facility employers.
• Common Perks: mileage reimbursement for outreach visits, tuition assistance, and employee assistance programs.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion, including criminal history review and where applicable drug screening, is a condition of employment for all positions. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations will be provided to individuals with disabilities throughout the application and employment process upon request. Candidates must be authorized to work in the United States.

Structure your HMS/MedHost and Salesforce experience on a resume that gets shortlisted.

The Admissions Coordinator owns the full inquiry-to-move-in cycle for a retirement community, conducting tours, processing admission documents, and managing referral databases to meet census and sales goals. Working alongside the Business Office and insurance partners, this role shapes community outreach and budget reporting to sustain occupancy growth.

Key Responsibilities

• Communicate retirement community programs and conduct tours for prospective residents and visitors.
• Respond to inquiries via phone, email, and fax, maintaining accurate records in lead management systems.
• Complete and process admission documents accurately in accordance with company policies.
• Assist with on-site and off-site special events, speaking engagements, and community outreach programs.
• Develop and maintain referral databases and monthly contact schedules with referral sources.
• Monitor and report lead management data, sales goals, and departmental budget objectives.
• Coordinate with insurance and the Business Office to identify benefits and support continued stay.
• Assist in creating community brochures, newsletters, and content for internal publications.

Required Qualifications

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook required.
• Preferred experience with Full Count and My Unity platforms.
• Financial and business management skills with strong analytical and problem-solving ability.
• Excellent verbal and written communication skills with professional appearance and diplomacy.
• Ability to manage multiple deadlines in a fast-paced, high-volume environment.
• Strong attention to detail and ability to maintain confidentiality.
• Must be age 21 or older with a valid driver's license and proof of liability insurance.
• Professional commitment to Christian principles aligned with organizational mission and values.

Embedded within the College of Veterinary Medicine, the Admissions Coordinator delivers end-to-end management of DVM applications, transfer reviews, and offer letters while maintaining waitlists and uploading decision statuses into SIS. Working closely with the Director of Diversity and Multicultural Affairs, the financial aid office, and scholarship committees, this role builds the recruitment pipeline that sustains enrollment goals and supports an inclusive student community.

Core Functions

• Receive, process, and review DVM applications, conduct prerequisite reviews, and prepare offer letters.
• Maintain waitlists, upload decision statuses into SIS, and prepare incoming student files.
• Receive and compile DVM transfer applications and prepare reports for the Associate Dean.
• Serve on scholarship committees and collaborate with the financial aid office.
• Develop and implement the DVM recruitment plan using social media and the CVM Admissions Webpage.
• Provide tours, train student tour guides, and coordinate admissions information sessions.
• Plan and execute student events, including Welcome Weekend, Orientation, Open House, and Hooding ceremonies.
• Collaborate with the Director of Diversity and Multicultural Affairs on diversity programming.

Qualifications and Experience

• Bachelor's degree required, all degrees must be from accredited institutions.
• Experience working with students and/or in an academic environment is required.
• Previous experience in admissions, scholarship, financial aid, or diversity recruitment highly desirable.
• Ability to understand and interpret federal law and organizational policies.
• Experience with CRESS or SIS is desirable.
• Excellent written and verbal communication skills with strong attention to detail.
• Ability to explain complex information clearly and maintain confidentiality at all times.
• Flexibility to adapt to unforeseen situations using sound judgment.

Reporting to the Program Scheduler, the Admissions Coordinator leads referral intake across phone, email, fax, and web channels, verifying Medicare, Medicaid, and commercial insurance hospice benefits to drive timely patient admissions. Partnering with Admissions Representatives and clinical teams, this role ensures data integrity, same-day appointment scheduling, and seamless care transitions that directly support patient access to hospice services.

Primary Duties

• Process new referrals arriving by phone, email, fax, and website in a manner fitting the referral source's needs.
• Verify Medicare, Medicaid, and commercial insurance hospice benefits and notify relevant departments.
• Enter accurate patient data to support data integrity and maximize reimbursement.
• Call patients and families to offer same-day appointments and explain hospice benefits and services.
• Assign appointments to Admissions Representatives and provide appointment reports outside scheduler hours.
• Update referral sources on patient status and complete admission consent paperwork as needed.
• Facilitate the delivery of Home Medical Equipment and verify discharge plans before discharge.
• Provide training and mentoring to new team members and participate in daily morning check-in meetings.

Skills and Qualifications

• High school diploma or basic education equivalency required, medical or business office training desired.
• Two or more years of related experience in medical terminology and/or a call center environment.
• Working knowledge of computers, the internet, and automated systems with a minimum 45 WPM typing speed.
• Knowledge of hospice benefits, Medicare, Medicaid, and managed care plans.
• Superior verbal and written communication skills with concierge-level customer service ability.
• Highly organized with the ability to manage multiple responsibilities simultaneously.
• Ability to work weekends and holidays as needed.
• Bilingual in English and Spanish is a plus.

Sitting at the intersection of student recruitment and enrollment operations, the Admissions Coordinator supports the Business School Admissions office by running WebAdmit tracking reports, conducting initial application reviews, and coordinating recruiting events from catering to parking. Operating across front-office reception, CRM data management, and admissions counseling, this role ensures a consistent applicant experience that advances enrollment targets.

Duties

• Support recruitment by calling new inquiries, addressing questions, and participating in cross-program events.
• Conduct initial application reviews and prepare applicant qualification summaries for the Admissions Committee.
• Run application tracking reports from WebAdmit and maintain the accuracy of applicant data in the CRM.
• Schedule admissions interview appointments and maintain contact with applicants regarding missing materials.
• Provide basic admissions counseling to walk-ins and inquiries regarding financial aid and the application process.
• Manage front office reception, oversee student worker projects, and maintain office supply inventory.
• Coordinate recruiting and admissions events, including scheduling, catering, A/V, and parking arrangements.

Minimum Qualifications

• Bachelor's degree preferred, substitutes for 2 years of experience requirement.
• 3+ years of full-time work experience in higher education administration preferred.
• Experience using CRM tools with proficiency in Microsoft Word, Excel, and Outlook.
• Ability to think analytically for the initial evaluation of applications.
• Strong organizational skills, attention to detail, and ability to maintain confidentiality.
• Excellent phone, written, and in-person communication skills with emotional intelligence.
• Ability to work independently, anticipate needs, and propose innovative solutions.
• Demonstrated experience in event coordination and high-quality face-to-face customer service.

A key member of the Johns Hopkins Bloomberg School of Public Health admissions team, the Admissions Coordinator builds applicant files in SOPHAS and SOPHAS Express, evaluates foreign credentials, and advises prospective students on requirements across a broad portfolio of degree and non-degree programs. Collaborating across faculty admissions committees, academic coordinators, and administrative units, this role enables compliant, data-accurate enrollment decisions that support the school's public health mission.

Functions

• Check in, process, and review submitted applications in SOPHAS and SOPHAS Express for completeness.
• Follow up with departments and applicants regarding incomplete or missing application materials.
• Review transcripts and credential evaluations, including foreign credentials from outside agencies.
• Advise prospective students on admissions requirements for degree and non-degree programs via phone, email, and in-person.
• Communicate with prospective students, faculty, academic coordinators, and admissions committee staff.
• Assist departments with regular applicant reports and participate in school-wide recruitment events.
• Review and revise department manuals and recommend updates to Policy Procedure Memoranda.
• Address policy and legal issues related to applicant status determinations.

Education and Experience

• High school diploma or GED required, Bachelor's degree preferred.
• Four years of progressively responsible administrative experience required.
• Some related experience in admissions, academic administration, or student services is required.
• Familiarity with FERPA, HIPAA, AACRAO, and NAGAP admissions guidelines.
• Experience with SIS, Slate, or WebAdMIT is a plus.
• Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
• Excellent interpersonal, written, and oral communication skills with a customer service orientation.
• Knowledge of international student perspectives and needs, overtime during peak seasons required.

The Admissions Coordinator delivers front-line customer service and administrative support for a university admissions office, scheduling campus interviews, reviewing new student records for accuracy, and generating activity reports that guide management decisions. Based within the admissions team and reporting to the Director of Admissions, this role sustains the organized, student-centered environment that enables smooth enrollment processing.

Accountabilities

• Greet students, staff, and visitors professionally, answering questions in alignment with TEACH values.
• Handle front office issues and show outstanding customer service to all callers and visitors.
• Assist the admissions team with scheduling campus interviews and pre-enrollment visits.
• Follow up with prospective students throughout enrollment, collecting transcripts and required documents.
• Review new student records for accuracy, completeness, and timely processing.
• Prepare and generate activity reports to support and guide management decisions.
• Maintain calendars, schedule meetings and events, and monitor admissions advisor paperwork for accuracy.
• Perform administrative and clerical duties as assigned by supervisor.

Experience and Qualifications

• High school diploma or equivalent required, some college preferred.
• At least 2 years of customer service and clerical support experience required.
• Proficiency in Microsoft Office Suite.
• Excellent organizational, customer service, and data entry skills.
• Strong written and verbal communication skills with clear voice and pronunciation.
• Ability to prioritize, multi-task, and work independently in a fast-paced environment.
• Availability to work evenings and weekends as required.

As the Admissions Coordinator, this role evaluates candidates for admission by reviewing educational credentials and assessing previously earned credits for transferability across a large portfolio of undergraduate degree programs. The enrollment management team relies on this work to maintain accurate CRM records, support informed student decision-making, and advance non-traditional undergraduate population access across the university.

Activities

• Evaluate candidates for admission through review of educational credentials and established criteria.
• Provide accurate and efficient evaluation of previously earned credits for transferability into university programs.
• Communicate with prospective students via phone, email, text, and chat to support informed decision-making.
• Collaborate with team members, enrollment management stakeholders, and the broader university community.
• Utilize CRM to record and document work products and interactions with prospective students.
• Develop a deep understanding of admissions policies for non-traditional undergraduate populations.

Background and Experience

• Bachelor's degree required.
• Minimum 1 year of experience in a customer-facing role.
• Experience with Slate and Salesforce CRM preferred.
• Excellent interpersonal, oral, and written communication skills.
• Strong organizational and time management skills with the ability to manage multiple tasks.
• Self-motivated with the ability to prioritize in a fast-paced environment.
• Availability for evening, weekend, and possible holiday hours as required.

The Admissions Coordinator leads the end-to-end intake process for a behavioral health facility, verifying client insurance benefits, scheduling admissions, completing screening assessments, and serving as a calm point of contact for families in crisis. The work directly supports clinical teams by ensuring eligibility determinations are accurate and timely, enabling appropriate program placement and sustained facility census.

Operational Focus

• Review current files to identify new opportunities for the Admissions team.
• Verify client insurance benefits online and conduct verbal verifications as requested.
• Manage documents requiring signatures or authorizations and arrange scheduling for admissions and intakes.
• Assist in coordinating the admissions process from initial phone call through facility admission.
• Speak calmly with families in crisis and offer solutions to support the admissions process.
• Help schedule and complete screening assessments and relay findings to supervisors for eligibility determination.
• Interpret insurance benefits and explain them to clients and families in understandable terms.

Professional Experience

• Bachelor's degree preferred but not required.
• 2+ years of experience in the Behavioral Health industry preferred.
• Proven sales aptitude with proper telephone etiquette.
• Basic computer proficiency, including data entry into Excel and following on-screen instructions.
• Ability to work independently and as part of a team.
• Fluency in English, knowledge of other languages an asset.

The Admissions Coordinator at Footprints to Recovery produces the first and most critical touchpoint in the treatment journey, fielding all inbound referral calls, qualifying clients, explaining insurance benefits, and walking individuals and families from initial contact through facility admission. Serving as the bridge between callers in crisis and the Director of Admissions, this role advances patient access to substance abuse and alcohol treatment by converting inquiries into appropriate placements.

Role Responsibilities

• Answer inbound calls from individuals seeking substance abuse or alcohol treatment for themselves or a loved one.
• Establish relationships with clients and guarantors to discuss financial responsibility and finalize payment agreements.
• Explain insurance benefits to clients and families clearly and accurately.
• Walk clients through the admissions process from initial call to facility admission.
• Complete pre-screen assessments and relay findings to the Director of Admissions for program appropriateness.
• Maintain relationships with external medical facilities to ensure smooth patient transfers.
• Perform various tasks as assigned by management.

Knowledge, Skills, and Abilities

• 1-2 years of admissions and/or sales experience preferred with a proven sales background.
• Call center or multi-line phone system experience preferred.
• Knowledge of substance use and alcohol use disorders with empathy toward affected individuals.
• Proficiency in Salesforce, Microsoft Word, and Outlook.
• Strong written and oral communication skills with attention to detail.
• Ability to work independently and within a team in a high-stress, fast-paced environment.
• Proper telephone etiquette with professionalism in all forms of communication.
• Dependability, honesty, and integrity are required.

Embedded within the Study Group Chicago admissions team, the Admissions Coordinator develops accurate evaluations of international credentials, calculates GPAs, and tracks application data across student enrollment databases to optimize conversion and compliance. Working closely with recruitment staff, partner agents, and university admissions offices, this role refines the international student intake process and supports a first-class experience aligned with a students-first philosophy.

Day-to-Day Responsibilities

• Assess international applications and enrollments according to specified procedures within agreed timeframes.
• Evaluate international credentials, calculate GPAs, and make admissibility decisions for undergraduate and graduate programs.
• Communicate admissions requirements and localised entry requirements to recruitment staff and partner agents.
• Respond accurately to inquiries from university admissions staff, Study Group staff, and partner agents.
• Enter and track application data on student enrolment databases, ensuring accuracy across all enrolment reports.
• Collect outstanding admissions documents and liaise with recruitment staff to optimize conversion and compliance.
• Monitor enrollment data, agent trends, and local market information, reporting issues to the Assessment Team manager.

Position Requirements

• An understanding of international educational systems is required.
• Knowledge of data management systems with excellent data entry skills.
• Strong problem-solving and interpersonal communication skills.
• Excellent attention to detail, highly organized, and self-motivated.
• Ability to prioritize workload and work effectively under pressure.
• Commitment to superior customer service with students, staff, and external partners.
• Team player with ability to work in a fast-paced, multicultural environment.

Reporting to Riverview Rehabilitation Center leadership, the Admissions Coordinator oversees pre-admission screening initiated within 24 business hours of referral, facilitates physician review for regulatory compliance, and verifies payment sources to support patient access to acute rehabilitation programs. Partnering with referral sources, clinical staff, and community organizations, this role advances census goals and measurable rehabilitation outcomes through education, outreach, and consistent communication.

Key Deliverables

• Initiate pre-admission screening within 24 business hours of referral receipt and facilitate physician review for regulatory compliance.
• Collect data for statistical reports and performance improvement projects, measuring outcomes against targeted goals.
• Provide in-services and education for referral sources, community groups, and organizations to promote rehabilitation programs.
• Promote appropriate expectations of program outcomes, goals, benefits, and requirements to patients and families.
• Prioritize patient referrals by conducting assessments and maintaining consistent communication with patients and referral sources.
• Verify payment sources and notify clients and families of insurance coverage, deductibles, and co-pays before admission.

Technical Qualifications

• Minimum Associate's degree in Allied Health or Nursing required, active NJ state license as RN or Allied Health professional required.
• CPR/BLS certification required or willingness to obtain upon hire.
• 1-3 years of experience in the physical medicine and rehabilitation field.
• Knowledge of acute rehabilitation standards and CMS rehabilitation guidelines.
• Strong clinical assessment skills and knowledge of efficient throughput processes.
• Strong interpersonal skills with the ability to work independently and as part of a clinical team.

The Admissions Coordinator at Pinnacle Career Institute oversees student placement across all PCI programs, following up on inquiry calls, developing referrals, and ensuring enrollment paperwork compliance to maximize learner satisfaction and retention through graduation. Serving as the direct link between prospective students and the college's student-centered mission, this role advances workforce placement outcomes by meeting monthly admissions performance standards.

What You'll Do

• Develop familiarity with all college programs to make accurate and complete presentations to prospective students.
• Take and return inquiry calls, follow up promptly with prospective students, and set appointments as appropriate.
• Develop referrals of students who may benefit from programs offered at the college.
• Ensure students complete all required enrollment paperwork in compliance with admission policies and regulations.
• Meet monthly admissions performance standards and remain productive throughout all regular working hours.
• Assist with retention efforts, including attendance tracking and new student outreach calls as needed.
• Participate in performance evaluations focused on key objectives aligned with the college's student-centered philosophy.

Required Qualifications

• Associate's degree or equivalent education required.
• Strong PC software proficiency for maintaining admissions record systems and databases.
• Excellent written and oral communication skills with strong organizational and time management skills.
• Ability to work collaboratively and cooperatively with diverse individuals and groups.
• Ability to maintain professionalism in all circumstances.

The Admissions Coordinator shapes the referral-to-admission pipeline for a skilled nursing center, obtaining and verifying financial information, orienting new patients, and executing strategic outreach marketing plans to grow referral contacts and return business. Based within the facility and collaborating with discharge planners, social agencies, and alternative resource contacts, this role enables sustained census growth through relationship-driven community presence.

Job Functions

• Coordinate admission, transfer, and discharge of patients in compliance with federal, state, and local regulations.
• Participate in pre-admission referral reviews and communicate admission information to relevant departments.
• Obtain and verify financial and personal information from patients, families, referral sources, and social agencies.
• Provide daily visits to new admissions to support smooth transitions and orient patients to the center environment.
• Maintain up-to-date referral provider information and promote skilled nursing services to generate new and return business.
• Develop and execute marketing plans for strategic outreach to increase referral contacts.
• Gather comparative information on alternative resources and promote positive points of care at the center.

Background and Experience

• Bachelor's degree preferred.
• Valid Georgia driver's license required.
• Minimum 2 years of experience in healthcare marketing, long-term care, inpatient rehabilitation, or community relations.
• Knowledge of Medicare, Medicaid, private pay, and third-party reimbursement processes.
• Experience working with elderly populations preferred.
• Excellent oral and written communication skills with the ability to present to individuals and groups.
• Ability to manage multiple tasks independently and maintain a professional demeanor as a community representative.

As the Admissions Coordinator, this role leads prospective student engagement from first inquiry through enrollment, managing admissions and recruitment events, maintaining Slate and Access databases, and cross-training to support the Director of Enrollment and broader student services staff. The Graduate School of Professional Psychology relies on this work to build a diverse, well-informed applicant pool and deliver the high-touch recruitment experience central to the university's enrollment strategy.

Scope of Work

• Serve as primary contact for prospective students throughout the admissions process, responding to all inquiries.
• Develop strong relationships with prospective students through appointments, phone calls, email, social media, and virtual chat.
• Engage in continuous learning and contribute to team reflection to improve recruitment experiences for all students.
• Prepare, maintain, and distribute regular and ad hoc inquiry and applicant reports to keep the team informed.
• Manage planning and execution of admissions and recruitment events, including information sessions and interview days.
• Utilize databases such as Slate and Access to gather, track, and analyze admissions data.
• Cross-train to provide backup support for the Director of Enrollment and other staff as needed.

Skills and Qualifications

• Bachelor's degree or equivalent combination of training, certification, and experience required.
• 1-3 years of experience in enrollment management, admissions, or academic support required.
• Experience using CRM tools and databases such as Slate and/or Access.
• Knowledge of data analysis with skills in collecting, organizing, and interpreting enrollment data.
• Proficiency in MS Office Suite and a variety of online platforms and web-based tools.
• Excellent written, oral, and interpersonal communication skills, including public presentation ability.
• Strong organizational skills, attention to detail, and ability to work independently and as part of a team.
• Ability to work with diverse and multicultural applicant pools and adapt to changing organizational demands.

The Admissions Coordinator delivers comprehensive intake management for a behavioral health hospital, managing inquiries from referrers and families, cross-covering specialty programs including eating disorders and trauma units, and ensuring accurate documentation reaches all departments before patient admission. Working alongside program leadership and managed care contacts, this role shapes the referral-to-admission workflow that sustains census across inpatient and outpatient services.

Key Responsibilities

• Manage inquiries from referrers, potential patients, and families seeking access to care.
• Participate with program leadership in approving admissions and coordinating the entire admissions process.
• Maintain electronic files to facilitate program communication and provide input to other departments.
• Cross-cover other Specialty Admissions programs, including eating disorders, trauma, OCD, and outpatient services.
• Remain current on managed care and insurance contracts, collect co-payments, and counsel patients on financial responsibility.
• Maintain referral logs and generate monthly referral, admit, and physician referral reports.
• Ensure proper documentation is sent to all necessary departments before patient admission.
• Participate in in-service educational activities and department meetings.

Qualifications and Experience

• Bachelor's degree in psychology, counseling, social work, or related field required.
• A current Maryland driver's license is required at the time of appointment.
• 2-3 years of relevant experience, behavioral healthcare experience strongly preferred.
• Knowledge of insurance verification processes and state, federal, and regulatory requirements.
• Clinical expertise in admissions intake, assessment, and/or concierge customer service.
• Proficiency in computer software programs with the ability to input data accurately and complete financial calculations.
• Excellent customer service, listening, proofreading, and grammar skills.
• Highly organized, detail-oriented, and able to remain calm in a fast-paced environment with frequent interruptions.

Embedded within the hospital admissions department under the direction of the Director of Business Development, the Admissions Coordinator produces timely referral processing, insurance verification, and pre-certification for inpatient rehabilitation stays while entering patient data accurately into HMS/MedHost. Working closely with the clinical liaison team, case management, and department leaders, this role advances census targets by leading the morning meeting and maintaining zero-deficiency documentation across all admission records.

Core Functions

• Ensure all referrals are accurately and timely entered in Transitions of Care with zero deficiencies.
• Process insurance verifications and assist in pre-certification and authorization tracking.
• Enter patient data in HMS/MedHost during pre-admission and complete all admissions paperwork with the patient or responsible party.
• Lead the morning meeting covering census, budgeted numbers, and confirmed admission details.
• Communicate admission time, bed number, and physician information to the hospital upon confirmed admission.
• Review and enter daily census via Select Portal by 11 am EST, initiating updates as necessary.
• Manage leave of absence entries in HMS/MedHost and provide tours of the hospital.
• Provide customer service by accurately answering questions for internal and external customers.

Experience and Qualifications

• High school diploma or equivalent required.
• Minimum two years of experience in an Admissions or Pre-Admissions department required.
• Previous experience in a physical rehabilitation setting preferred.
• Knowledge of medical terminology and insurance verification preferred.
• Experience working with Excel and databases.

The Admissions Coordinator creates a positive admission experience for a healthcare facility by responding to inquiries from hospital discharge planners and referral sources, managing the CRM from referral to closing, and completing admissions paperwork in compliance with federal and state regulations. Based within the facility admissions team and collaborating with business development staff, this role coordinates the bed management and quality mix decisions that sustain census and reimbursement goals.

Primary Duties

• Manage the facility's admissions process and provide the target audience with facility-related information.
• Respond to inquiries from hospital discharge planners, families, and referral sources via e-referral systems, tours, and phone.
• Ensure a positive admissions experience by communicating with stakeholders and completing room readiness.
• Utilize the Customer Relations Management system by entering leads from referral to closing.
• Maintain working knowledge of federal and state regulations, referral processes, and reimbursement requirements.
• Complete admissions paperwork according to company policies and assist with facility business development events.

Required Qualifications

• High school diploma or GED required.
• Minimum one year of experience in healthcare preferred.
• Knowledge of Medicare, Medicaid, and Managed Care reimbursement processes.
• Intermediate proficiency in Microsoft Office Suite.
• Strong analytical, problem-solving, and organizational skills with the ability to manage multiple projects simultaneously.
• Ability to work with minimal supervision, take initiative, and make independent decisions.
• Highest level of professionalism with the ability to maintain confidentiality.
• Customer service oriented with the ability to work well under pressure and adapt to change.

The Admissions Coordinator at Adler University executes accurate data collection on all inquiries and applicants, coordinates on-campus and virtual events, including open houses and information sessions, and assists advisors with prospect outreach to support enrollment targets. Serving as the general admissions inbox manager and reporting to the Director of Admissions, this role elevates the prospective student experience and sustains data integrity across the full application lifecycle.

Duties

• Accurately collect and record all data on inquiries and applicants for reporting purposes.
• Assist in the accurate creation and timely processing of applications and calculate GPAs for admissions advisors.
• Answer questions about programs, admissions requirements, tuition, financial aid, housing, and student relocation.
• Coordinate and set up on-campus and virtual events, including open houses, information sessions, and prospective student interviews.
• Manage the general admissions email inbox and execute written and verbal correspondence to prospects and applicants.
• Assist Admissions Advisors with calling and emailing prospects and applicants as needed.
• Conduct tours of the school and provide general office support and organization.

Minimum Qualifications

• Bachelor's degree required.
• Minimum two years of experience in a higher education setting, administration experience preferred.
• Strong working knowledge of Salesforce and proficiency in Microsoft Word, PowerPoint, Excel, Access, and Outlook.
• Alignment with the mission and values of Adler University.
• Excellent organizational, follow-up, and communication skills with professional in-person and phone presence.
• Availability to travel to off-campus events and work some evenings and weekends.

Reporting to senior program staff, the Admissions Coordinator coordinates the full referral and intake process for chemically dependent patients, conducting telephone and in-person assessments, determining the appropriate level of care, and facilitating therapeutic, medical, and financial arrangements for incoming patients. Partnering with counselors and unit staff, this role guides crisis intervention support and departmental performance analysis that sustain program quality and patient safety.

Accountabilities

• Provide telephone and in-person assessments and initial contact with referral sources and potential patients.
• Coordinate the referral and intake process, determine the appropriate level of care, and maintain communication with referral sources, families, patients, and unit staff.
• Provide appropriate orientation to program aspects post-admission, including documentation and data input.
• Assure prompt responses to patient needs, review and maintain all documents and departmental logs, and ensure fair patient distribution to physicians.
• Collect and analyze data related to departmental performance indicators.
• Assist counselors and senior program staff in crisis intervention as needed.

Education and Experience

• Bachelor's degree in psychology or related field required.
• Minimum two years of experience in admissions within substance abuse services.
• Knowledge of HIPAA policies and procedures.
• Proficiency in Microsoft Office Suite.
• Strong communication and negotiation skills.

As the Admissions Coordinator, this role executes onsite clinical assessments of potential candidates, coordinates patient transfers with referral sources and insurance companies, and provides pre-admission assessment and insurance pre-certification to support inpatient rehabilitation admissions. The clinical and administrative team relies on this work to maintain accurate insurance status monitoring and ensure smooth coordination across healthcare departments throughout each patient's stay.

Areas of Ownership

• Perform on-site clinical assessments of potential candidates.
• Coordinate the transfer process with referral sources and insurance companies.
• Monitor patients' insurance status during hospital stay.
• Assist with improving processes to keep referral sources informed.
• Provide pre-admission assessment, insurance verification, and pre-certification for admission.
• Coordinate with various healthcare staff and departments throughout the admissions process.

Professional Experience

• Registered Nurse licensed by the Illinois Board of Nursing preferred.
• Rehab Therapist or Social Worker credentialed by the Illinois Department of Financial and Professional Regulation preferred.
• High school diploma or GED with 2 years of experience, Associate's degree, or Technical degree required.
• Fluency in English and knowledge of other languages.
• Basic computer proficiency, including the capability to follow work instructions on a computer screen and enter data into Excel tables.
• Able to be a real team player with positive vibes.

The Admissions Coordinator strengthens patient access at an inpatient hospital by processing referrals, pre-admitting patients into the EMR and billing system, obtaining pre-certification for rehabilitation stays, and coordinating denial information with liaisons for follow-up with referral sources and families. Based within the admissions department and reporting to the Director of Business Development, this role ensures accurate demographic and insurance data that protects billing integrity and patient confidentiality.

Work Activities

• Process referrals and coordinate admissions of all hospital patients in an efficient and responsive manner.
• Collect and record all patient demographic information, completing insurance verification forms with benefit and billing details.
• Pre-admit patients into the EMR/billing system and obtain pre-certification for inpatient rehabilitation stays.
• Notify appropriate departments of anticipated admission dates, times, and patient arrival details.
• Complete admitting paperwork, obtain required signatures, and maintain confidentiality of patient medical records.
• Coordinate denial information with liaisons for follow-up communication to referral sources, families, and physicians.
• Answer telephone calls promptly, complete referral and intake forms, and inform patients of verified insurance benefits.

Background and Experience

• High school diploma required, some college preferred.
• Experience in admitting, medical insurance, and handling patient admissions preferred.
• Extensive knowledge of insurance benefits, admitting forms, and admissions reservation processes.
• Basic computer knowledge, including Outlook, Excel, PowerPoint, and Word.
• Strong organizational, analytical, communication, and interpersonal skills.
• Ability to maintain a professional demeanor and work harmoniously with patients, hospital staff, and the public.

The Admissions Coordinator coordinates all on and off-campus admission events, including Fall Visitors Day, Spring Visitors Day, Admitted Students Day, and Yield Receptions, while also supporting application processing and customer service as a member of the Office of Admission Operations team. Based within the admissions office and collaborating with the Communications team, Events team, and campus facilities partners, this role manages event budgets and timelines that directly drive yield and enrollment outcomes.

Delivery Expectations

• Create, manage, and adjust event timelines, ensuring all details are carried out for on and off-campus admission events.
• Research and recommend event venues, conduct site inspections, and manage registration portals, forms, and rosters.
• Develop communication plans with the Communications team and build talking points for college staff event speakers.
• Oversee creation and distribution of event schedules and day-of materials in collaboration with the Events team.
• Manage day-of-event implementation, including setup supervision, speaker support, and problem resolution.
• Book locations, catering, technical support, and other event needs with on and off-campus colleagues.
• Manage individual event budgets, work with vendors to stay within budget, and recommend future budgets based on data analysis.
• Supervise event-related student workers and maintain materials for future Admissions Event Coordinators.

Knowledge, Skills, and Abilities

• Computer proficiency in MS Office, Windows, and departmental software systems.
• Strong time management and organizational skills.
• Analytical skills with the ability to prioritize and meet deadlines.
• Excellent written and oral communication skills with strong attention to detail.
• Ability to maintain confidentiality and take initiative on additional projects.
• Commitment to diversity, equity, and inclusion in alignment with the college's core values.

The Admissions Coordinator designs accurate patient records by obtaining and verifying demographic and financial information, performing pre-certification and insurance verification, and assigning correct medical record and account numbers to ensure billing integrity and clinical data accuracy. Serving as the primary registration contact for patients, physicians, and in-house departments, this role sustains compliance with federal, state, and local insurance laws and supports positive patient access outcomes.

Performance Expectations

• Obtain complete and accurate demographic and financial information from patients, physician offices, and in-house departments.
• Obtain required signatures on legal consents and insurance forms and perform pre-certification, credit referral, or deposit collection.
• Enter data into computer systems, document incomplete admissions, and obtain pre-certification and authorization numbers.
• Notify patients, families, and physicians of insurance coverage issues, co-payments, deductibles, and deposits required.
• Review physician orders for completeness and complete Medicare Compliance and ABN documentation as necessary.
• Maintain multiple computer systems, answer telephone calls, and provide positive customer service at all times.

Technical Qualifications

• Certified Healthcare Access Associate (CHAA) certification preferred.
• Prior experience with ICD-9 and CPT coding preferred, basic college courses in healthcare occupations preferred.
• Medical terminology knowledge preferred.
• Computer proficiency in Microsoft Office Suite, insurance websites, and various software applications.
• Knowledge of federal, state, and local laws about insurance rules and regulations.
• Strong organizational, interpersonal, and communication skills with the ability to manage time effectively.
• Ability to maintain professional demeanor and manage pressure and complaints in a high-stress environment.

The Admissions Coordinator runs the offer letter review and application processing workflow for an EdTech platform, communicating school requirements and deadlines to students, following up on enrollment conditions, and cultivating partner school relationships to ensure consistent cross-team application outcomes. The work directly supports student success by resolving application issues between partnership schools and recruiters and maintaining data accuracy across a flexible, multi-deadline environment.

Core Responsibilities

• Review offer letters for student information consistency to ensure efficient application processing.
• Work with partnership schools and recruiters to resolve application issues on behalf of students.
• Communicate school requirements and deadlines to students upon receipt of offer letters.
• Follow up with and assist students in meeting enrollment conditions and resolving uncertainties.
• Communicate application outcomes empathetically to students and cultivate positive relationships with partner schools.
• Work across teams to ensure program requirements, intakes, and application processing are accurate and consistent.

Qualifications and Experience

• An associate's or Bachelor's degree is an asset.
• Strong analytical abilities with close attention to detail and accuracy.
• Excellent interpersonal, verbal, and written communication skills with proficiency in proofreading and editing.
• Working knowledge of Google Sheets, Microsoft Word, and Gmail.
• Exceptional problem-solving skills in ambiguous circumstances, with the ability to manage multiple deadlines.
• Ability to work cross-functionally in a fast-paced, flexible environment.