Admissions Administrative Assistant

Odyssey Behavioral Healthcare; United States; Remote; USD 35,000 - 50,000; Full time

Job summary

Odyssey Behavioral Healthcare is seeking an Admissions Administrative Assistant to support the admissions process by organizing client records and tracking documentation. This role plays a key role in managing client admissions while ensuring compliance with relevant privacy regulations such as HIPAA.

The ideal candidate will have a high school diploma and administrative experience, preferably in a healthcare setting. Strong organizational and communication skills are essential.

This position is located in the United States.

Qualifications

• Minimum of one year of administrative experience.
• Administrative experience within healthcare or client services setting preferred.
• Bilingual in Spanish is a plus.

Responsibilities

• Support the admissions process by organizing client records.
• Track and communicate required documentation.
• Ensure compliance with privacy regulations.

Skills

Strong problem solving and analytical skills

Excellent organizational and time management skills

Excellent verbal and written communication skills

Knowledge of Release of Information and client documentation processes

Proficient with Microsoft Outlook and Word

Education

High school diploma or equivalent

Tools

EMR/EHR systems

Document management platforms

Job description

Description

Position Summary

The Admissions Administrative Assistant is responsible for supporting efficient and effective admissions and records processes for the Admissions team. This position plays a key role in managing client admissions by organizing records, tracking documentation, ensuring compliance with privacy regulations, and supporting communication and administrative tasks to facilitate a smooth intake process.

Relationships and Contacts

Within the organization: Maintains frequent and close working relationships with admissions, operations, and clinical team members.

Outside the organization: Initiates and maintains working relationships with clients and families, clinical providers, referral partners, and vendors as needed and directed.

Position Responsibilities

• Obtains and organizes client records in accordance with company policies and confidentiality standards.
• Requests and tracks Release of Information (ROI) forms from clients or external providers.
• Accurately completes financial documentation related to client admissions.
• Prepares and sends templated email communications regarding scheduled admissions.
• Maintains accurate and up-to-date records in both digital and/or paper filing systems.
• Communicates with admissions coordinators/internal staff, providers, and, if necessary, the client/loved ones to gather required documentation.
• Follows up timely on outstanding documentation and maintains tracking logs as needed.
• Ensures compliance with privacy regulations (e.g., HIPAA, etc.).
• Assists with general administrative tasks to support admissions and operations.

Additional Responsibilities

• Functions within the guidelines of the company’s Code of Ethics and in accordance with corporate compliance.
• Adheres to company policies, procedures, rules, and regulations, implementing regularly.
• Attends and completes all training within assigned time frames as required.
• Writes clearly, informatively, and effectively.
• Performs other duties as assigned.

Qualifications

Education and Experience

Position requires a high school diploma or equivalent and a minimum of one year of administrative experience. Diploma or equivalent and administrative experience within a healthcare, behavioral healthcare, or client services setting preferred. Experience working with EMR/EHR systems or document management platforms, knowledge of HIPAA or other relevant privacy regulations, and bilingual in Spanish a plus.

Physical Requirements

• While performing the duties of this job, the employee will be required to communicate with peers, clients and/or vendors.
• Performs duties that may require the employee to sit or remain stationary for periods of time.
• While performing the duties of this job, the employee may be required to talk or hear, sit, stand, walk, reach, climb or balance, stoop, kneel, crouch or crawl, taste, or smell.
• Ability to move up to 25 pounds.

Skill Competencies

• Demonstrates strong problem solving and analytical skills.
• Demonstrates excellent organizational and time management skills.
• Demonstrates excellent verbal and written communication skills.
• Fosters teamwork, a positive work environment, and demonstrates collaborative skills working with a variety of groups.
• Performs duties independently, responsibly, with an elevated level of integrity, and the ability to exercise sound judgment and discretion.
• Demonstrates knowledge of Release of Information and client documentation processes.
• Proficient with computer software applications including Microsoft Outlook, Word, and use of standard office equipment.
• Demonstrates alignment with and commitment to the Company’s mission, vision, values, and treatment philosophy.