Admissions Coordinator

Admissions & Operations Coordinator

Position Summary

The Admissions & Operations Coordinator is responsible for overseeing the intake and admissions process for individuals seeking outpatient mental health services, while also supporting the day-to-day operational functions of the facility. This role serves as the primary point of contact for prospective clients, referral sources, and community partners and plays a key role in ensuring a compassionate, efficient, and compliant admissions experience.

In addition to admissions responsibilities, the Admissions & Operations Coordinator supports operational compliance activities related to Environment of Care (EOC), Life Safety, and Emergency Management standards in accordance with Joint Commission and applicable regulatory requirements. This position works collaboratively with clinical leadership, operations staff, and administrative teams to support a safe, organized, and compliant treatment environment.

Key Responsibilities

Client Intake & Admissions

• Respond to incoming inquiries from prospective clients, families, referral sources, and healthcare providers via phone, email, and online platforms.
• Conduct initial intake screenings to determine appropriateness for outpatient mental health services and coordinate clinical assessments as needed.
• Gather demographic, clinical, and insurance information for potential admissions.
• Coordinate intake scheduling with clinical staff and program leadership.
• Facilitate admissions processes and ensure all required documentation is completed prior to admission.
• Maintain ongoing communication with referral sources, clients, and families regarding admission status and scheduling.

Insurance & Financial Coordination

• Verify insurance benefits and coverage for outpatient mental health services.
• Communicate financial responsibilities, authorization requirements, and payment expectations to clients and families.
• Coordinate with utilization review and billing teams to ensure proper documentation and insurance authorization processes are completed.

Documentation & Compliance

• Maintain accurate and confidential client records within the electronic health record (EHR) system.
• Ensure completion of intake paperwork, consent forms, releases of information, and required admission documentation.
• Maintain compliance with HIPAA, confidentiality requirements, Joint Commission standards, and applicable state regulations.
• Assist leadership with maintaining organized operational and compliance documentation.

Operations

• Serve as a facility point person for Environment of Care (EOC) and Emergency Management activities.
• Assist with implementation and monitoring of Joint Commission operational compliance requirements related to safety, emergency preparedness, infection prevention support activities, and facility readiness.
• Coordinate routine safety rounds, environmental inspections, and tracking of corrective actions.
• Assist with maintaining emergency management documentation, drill records, vendor logs, safety data sheets (SDS), and related compliance materials.
• Support readiness activities for regulatory, accreditation, and licensing surveys.
• Coordinate communication and follow-up related to operational maintenance or safety concerns within the facility.
• Assist leadership with tracking compliance tasks, policy reviews, and operational audits.

Coordination & Communication

• Collaborate with clinical, medical, and administrative teams to ensure continuity of care and smooth program operations.
• Communicate with referral partners including hospitals, behavioral health providers, schools, and community organizations.
• Support day-to-day office operations and administrative coordination as needed.
• Maintain professional and compassionate communication with clients and stakeholders at all times.

Qualifications

Education - Associate’s or bachelor’s degree in behavioral health, Healthcare Administration, Social Work, or related field preferred.

Skills, Knowledge, and Abilities (Competencies):

• Strong interpersonal and customer service skills with the ability to engage effectively with individuals experiencing mental health concerns.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently while collaborating effectively within a multidisciplinary team.
• Proficiency with Microsoft Office Suite and electronic health record (EHR) systems.
• Knowledge of HIPAA, confidentiality requirements, and healthcare compliance standards.
• Ability to maintain professionalism and composure during high-volume or urgent situations.
• Attention to detail and ability to maintain accurate records and documentation.
• Familiarity with Joint Commission standards, Environment of Care, or healthcare operations preferred.

Work Environment

• Full-time, onsite position.
• May require occasional evening or weekend availability based on operational or program needs.
• Position involves frequent communication with clients, staff, referral sources, and community partners.

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Pay: From $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Ability to Commute:

• Randolph, NJ 07869 (Preferred)

Work Location: In person

Salary : $50,000