Admissions Coordinator

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 expanding access to compassionate, evidence-based care for individuals and families who need it most.

About the role

As an Admissions Coordinator, you will play a critical role in 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. The Admissions Coordinator supports operations across Ascension Recovery Services and its partner programs, ensuring a seamless path to treatment.

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.

Responsibilities

• 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.

Requirements

• 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.
• 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.

Skills

• 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

Schedule

Full-Time | Evening and Weekend Availability Required

This position is primarily remote and requires flexibility to support Admissions operations during evenings and weekends. Occasional travel or in-person attendance at organizational meetings, training sessions, or partner-site activities may be required.

Performance Expectations

• 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.