Admission Operations Associate

About Our Client

The organization operates within the vital behavioral and mental health care sector, addressing the critical challenge that 1 in 25 adolescents and young adults are diagnosed with serious mental illnesses. Recognizing that many families face severe barriers—including long clinical waitlists, limited geographical access, and fragmented provider networks that dangerously delay care—this organization steps in to bridge the gap. It provides timely, high-quality, and evidence-based mental health services, specifically focusing on patients and families dealing with complex clinical symptoms and navigating complicated healthcare systems. Their core mission is to deliver comprehensive, localized psychiatric and therapeutic care with deep compassion, administrative clarity, and structural urgency.

About the Opportunity

The Admission Operations Associate role is vital to facilitating a smooth, efficient, and deeply empathetic patient intake pipeline by owning core administrative and operational workflows. This position directly supports the clinical care team by handling the end-to-end logistics from initial referral receipt to formal admission, ensuring that licensed clinicians can remain entirely focused on delivering patient care. The role serves as a critical, grounding bridge that helps families access specialized mental health services without unnecessary delay, contributing directly to an enhanced patient onboarding experience and improved community healthcare access.

Responsibilities

• Manage shared admissions email inboxes and digital voicemails systematically, ensuring rapid response times and thorough follow-ups
• Act as the primary administrative point of contact for incoming patients, family caregivers, external referral sources, and internal clinical teams
• Review, track, and process essential admission legal documents, including clinical consents, HIPAA releases of information (ROI), guardianship verification forms, and pre-intake packets
• Request, receive, upload, and systematically index medical records and historic clinical documentation into the digital database
• Maintain patient records and documentation tracking systems in strict accordance with healthcare compliance, quality assurance, and organizational standards
• Audit patient charts prior to scheduled clinical appointments to ensure absolute completeness and data accuracy
• Track outstanding or incomplete documentation proactively, reaching out to families and external healthcare providers to resolve gaps
• Cook up and support complex clinical appointment scheduling while balancing administrative tasks across the broader intake team
• Perform highly accurate, high-volume data entry into internal platforms while maintaining strict data integrity protocols
• Aid with operational special projects, data cleansing initiatives, and general administrative duties as assigned by leadership

Requirements

• Minimum of two (2) years of progressive professional experience within healthcare administration, behavioral health operations, patient access, medical records, high-touch customer service, or a closely related patient-facing operational field
• Bachelor’s degree preferred; or equivalent practical professional experience in an active medical office or digital health setting
• Exceptional organizational and task management skills, with a proven ability to handle large volumes of sensitive clinical documentation without errors
• Meticulous attention to detail with a natural aptitude for identifying data gaps, formatting errors, or unsigned compliance forms
• Strong written and verbal communication skills, characterized by an ability to speak empathetically with families experiencing challenging mental health crises
• Strong time-management skills to successfully balance immediate helpdesk-style requests alongside ongoing project deadlines
• Flexibility and adaptability to quickly learn, adopt, and optimize evolving workflows within a fast-growing digital health organization
• Prior hands-on experience navigating Electronic Health Records (EHR) systems, HIPAA-compliant communication platforms, or healthcare scheduling technology preferred
• Uncompromising commitment to maintaining absolute patient confidentiality and data privacy regulations (HIPAA)
• Must be 18 years of age or older
• Willingness and flexibility to travel to attend a minimum of two (2) mandatory in-person corporate events, team-building workshops, or strategic planning meetings per year

Pay Range and Compensation Package

The target baseline salary framework is $50,000.00 to $59,000.00 USD annually. Final salary placement within this tier is calibrated dynamically based upon the candidate's core behavioral health platform experience, medical records administration depth, and internal equity structures. The total rewards portfolio features a highly competitive baseline salary paired with a modern corporate benefits package.

Benefits & Perks

• Comprehensive corporate medical, dental, and vision health coverage plans
• Secure retirement savings infrastructure featuring a competitive employer-matched 401(k) program
• Structured paid time off (PTO) allocations for vacation, personal days, and recognized holidays
• Dedicated remote-work support infrastructure, including a practical Home Office Stipend to optimize your remote working environment

Equal Opportunity Statement

Our client is an equal opportunity employer. They celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, or national origin.