Admission Coordinator

Hireology; University Place (WA); On-site; USD 42,000 - 56,000; Full time

Job summary

Hireology is seeking an Admission Coordinator to manage referrals and the intake/admission process. You will interact with families, referral sources, and clinical staff to determine eligibility and coordinate smooth admissions.

The role requires experience in administrative or intake roles, knowledge of insurance verification, and strong organizational skills to handle multiple referrals and deadlines in a healthcare setting.

Qualifications

• Experience in administrative, intake, admissions, or customer service roles is preferred.
• Healthcare or behavioral health setting experience is a plus.
• HIPAA privacy compliance knowledge is beneficial.

Responsibilities

• Serve as primary contact for referrals, communicating with clients, families, and agencies to facilitate intake and admission.
• Explain program requirements and eligibility to referral sources and clients.
• Review intake applications for clinical appropriateness and program eligibility.
• Assess financial eligibility, verify insurance, and secure payment authorization.
• Obtain pre-authorizations and collect documentation for billing.
• Document referrals and interactions in the EHR promptly and accurately.
• Maintain an intake database tracking sources, payer info, timelines, admissions, length of stay, and discharge outcomes.
• Manage waiting list and provide status updates to referrers.
• Provide referrals to alternative services when not eligible for admission.
• Coordinate admissions with clinical and support staff for smooth transitions.
• Monitor admissions flow to maintain census levels.
• Collaborate with clinical, administrative, and billing teams for continuity of care.

Skills

Interpersonal communication

Organizational skills

Time management

Attention to detail

Tools

EHR systems

Microsoft Office

Job description

Admission Coordinator

Position Summary:As an admission coordinator, assumes responsibility for interaction with referring programs and individuals regarding admission of prospective clients. Provides information on referral process, evaluates referral information for appropriateness, ensures completeness of documentation, solicits supplemental information as appropriate, coordinates with the director and/or clinical supervisor.

Job Responsibilities

• Serve as the primary point of contact for incoming referrals, communicating with individuals, families, and referring agencies via phone and in person to facilitate the intake and admission process.
• Clearly explain program requirements, eligibility criteria, and admission procedures to referral sources and prospective clients.
• Review and evaluate intake applications to determine clinical appropriateness and program eligibility.
• Assess financial eligibility, verify insurance or funding sources, and conduct follow-up to secure payment authorization and maximize program revenue.
• Obtain pre-authorizations and ensure all required documentation is collected for successful billing and reimbursement.
• Accurately document all referrals and intake interactions in a timely manner in accordance with organizational and regulatory standards.
• Maintain and update a comprehensive intake database, tracking referral sources, payer information, documentation timelines, admission dates, length of stay, and discharge outcomes.
• Manage and prioritize the waiting list by maintaining regular communication with referral sources regarding client status and bed availability.
• Provide appropriate referrals to alternative services for individuals who are not eligible for admission.
• Coordinate admissions with clinical and support staff, including counselors, nursing staff, and treatment attendants, to ensure smooth client transitions into the program.
• Monitor and manage admissions flow to maintain optimal census levels.
• Collaborate with clinical, administrative, and billing teams to ensure continuity of care and operational efficiency.

Our Benefits

• Comprehensive Health, Dental & Vision Insurance
• $100-$150 Monthly Company HSA Contribution to help offset employee-only medical insurance costs
• Daily Pay Option through Tapcheck
• BenefitHub Employee Discounts
• 401(k) Retirement Plan
• Employer-Paid Life Insurance- 1x annual salary, up to $100,000
• Paid Time Off & Flexibility
• Personal Day Benefit
• Pet Insurance
• One-to-One Health TextCare- 24/7 access to healthcare providers by text for primary care and urgent care needs. The service and TextCare visits are completely free to employees.
• Voluntary Life & Accidental Death & Dismemberment (AD&D)
• Critical Illness Insurance
• Hospital Indemnity Insurance
• Accident Insurance
• Short-Term & Long-Term Disability
• Employee Assistance Program (EAP)
• Tuition Reimbursement Program

Requirements:

• Minimum of 1-2 years of experience in an administrative, intake, admissions, or customer service role; experience in a healthcare or behavioral health setting preferred.
• Basic knowledge of substance use disorders, treatment services, and recovery principles preferred.
• Familiarity with insurance verification, prior authorizations, and payer requirements (e.g., Medicaid, commercial insurance) is a plus.
• Strong interpersonal and communication skills, with the ability to interact professionally and compassionately with clients, families, and referral sources.
• Demonstrated ability to handle sensitive and confidential information in compliance with privacy regulations (e.g., HIPAA).
• Effective organizational and time management skills, with the ability to manage multiple referrals, deadlines, and priorities simultaneously.
• Attention to detail and accuracy in data entry, documentation, and record-keeping.
• Experience using electronic health records (EHR) systems or database management systems preferred.
• Ability to problem-solve, assess eligibility criteria, and make sound decisions within established guidelines.
• Comfortable working in a fast-paced environment with frequent interruptions and changing priorities.
• Ability to collaborate effectively with multidisciplinary teams, including clinical, medical, and administrative staff.
• Basic proficiency in Microsoft Office (Word, Excel, Outlook) or similar software.

Equal Opportunity Workplace:

We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.