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Job Title Admissions Specialist – Clinical Intake & Patient Coordination
Location Remote (U.S.-Based)
Time Zone US Time Zones (EST–PST)
Reports To Admissions Director
Role Overview
We are seeking a sharp, composed, and highly structured Admissions Specialist to serve as the first point of contact for incoming referrals and patient inquiries. This is a full-time, high-volume role that demands the ability to assess each call quickly, gather the right information, and guide every interaction toward a clear, defined outcome. The ideal candidate thinks on their feet, stays calm under pressure, and brings a direct yet empathetic communication style to every conversation.
Experience in the recovery, addiction treatment, or behavioral health space is a significant advantage. You understand what it means to speak to someone in crisis — or to a hospital discharge planner trying to place a patient — and you know how to meet both with equal clarity and professionalism.
Key Responsibilities
Inbound Call Management
Serve as the primary point of contact for all inbound calls from hospitals, referral partners, families, and individuals
Lead every conversation with a calm, structured approach and clear communication
Ask targeted, relevant questions to assess the situation quickly and accurately
Communicate program scope, eligibility, and limitations with honesty and confidence
Screening & Intake
Conduct thorough eligibility screenings based on established program criteria
Gather required information including medical history, functional status, insurance details, and discharge context
Identify gaps, inconsistencies, or red flags in referral information
Deliver clear determinations: appropriate for placement, not appropriate, or requires additional information
Referral Coordination
Accurately document all referrals and intake activity in EHR systems, tracking tools, and spreadsheets
Maintain real-time visibility into all referral statuses and ensure nothing falls through the cracks
Follow up proactively on pending items and coordinate next steps including assessments and internal reviews
Process Execution & Problem-Solving
Follow defined intake workflows and documentation standards where established
Exercise sound judgment and creative thinking in situations that fall outside standard processes
Escalate complex or unclear cases to appropriate team members without delay
Think outside the box when patients or referral sources ask unexpected or non-standard questions
Identify recurring gaps or process issues and flag them proactively to improve overall operations
External Guidance & Redirection
Provide clear, honest direction when a caller's needs fall outside program scope
Redirect callers to relevant external resources when appropriate
Maintain a respectful, composed tone in emotionally charged or high-pressure interactions
Avoid overpromising or creating false expectations at all times
Required Qualifications
Prior experience in an admissions, intake, patient coordination, or case management role
Strong ability to think on your feet and respond to unpredictable, high-pressure situations with calm and clarity
Excellent verbal communication skills — clear, direct, and professional in all interactions
Experience working with EHR platforms, CRM systems, or referral tracking tools
Demonstrated ability to manage high call volumes while maintaining accuracy and professionalism
Must have prior remote work experience and be proficient with remote collaboration tools such as Slack, Zoom, Google Workspace, or similar
Must have experience working with U.S.-based organizations — applications without this background will not be considered
Preferred Qualifications
Background in recovery, addiction treatment, behavioral health, or a closely related field — this is a strong plus
Familiarity with clinical language, treatment levels of care, and insurance verification processes
Experience handling emotionally sensitive conversations with individuals and families in crisis
Demonstrated initiative and self-direction — able to work independently and take ownership of outcomes
Tools & Technology
EHR / patient management systems
Referral tracking tools and spreadsheets
Google Workspace
Slack, Zoom, and other remote collaboration tools
Please NOTE It is crucial that you complete the application form in full. As part of the application process, you will be required to record a video. If your application is successful, you will receive an email confirming next steps — the video is the first step of the interview process. If you do not record a video, we will not be able to consider you for ANY open roles.
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