Admissions Coordinator

The Emily Program; Highway (KY); On-site; USD 34,000 - 43,000; Full time

Job summary

The Emily Program in Kentucky seeks an Admissions Coordinator to guide prospective clients through the pre-admission journey after the clinical assessment. This role blends relationship‑driven outreach with operational coordination to support admissions and bed occupancy.

You will be the primary contact for referrals, schedule pre-admission appointments, share program details, and coordinate with clinical and operations teams to place clients at the appropriate care level (IP, Residential, PHP,

Responsibilities

• Serve as the primary contact for prospective clients, families, and referral sources via phone, email, and other communication channels.
• Guide clients and families through all stages of the admissions process with compassion, professionalism, urgency, and responsiveness.
• Engage clients using a compassionate, relational, and consultative approach to encourage movement through the admissions process.
• Conduct a pre-admit screen and share the recommended level of care as determined by a clinical team member.
• Effectively manage objections, assess readiness for change, and motivate clients to pursue treatment.
• Maintain conversion rates and registration targets by tailoring communication to client needs and stage of change.
• Provide clear, accurate information about treatment programs, admissions processes, and expectations.
• Share appropriate community resources when clients are unable to access care.
• Promptly answer incoming calls, including those through an admissions inquiry phone queue

Job description

Our vision is a world of peaceful relationships with food, weight, and body image, where everyone with an eating disorder can experience recovery. We believe that exceptional, individualized care leads to lasting recovery from eating disorders. That's why our teams are comprised of compassionate, dedicated professionals from a variety of backgrounds who collaborate to provide the very best evidence-based care for our clients at all levels of care.

Position Overview

The Admissions Coordinator (AC) is accountable for providing an excellent customer experience by guiding clients through the pre-admission process post clinical assessment. The AC is a critical team member in the front-end admissions (enrollment) department. The position receives potential client referrals with level of care recommendations from the clinical intake team and works to convert those referrals to higher level of care admissions. ACs are responsible for ensuring beds and programming spots are filled to maximum possible occupancy. This position requires a heavy sales orientation and the ability to coordinate critical pre-admission appointments, and carry out complex administrative processes, while providing excellent communication and direction to clients and their families, internal staff, and external providers.

Schedule

1.0 FTE, 40hrs/wk, working Monday through Friday approximately 10:30am to 7:00pm Central Time.

Compensation Disclosure

Admissions Coordinator Starting Hourly Range: $25.00 - $31.25

Eligible for quarterly performance bonuses totaling up to 30% of annual compensation

Final Compensation offered will be within pay range based on qualifications/experience met for the position

How Administrative Coordinators Empower Recovery

The position blends relationship-centered engagement with consultative communication and operational coordination in a fast-paced, mission-driven environment. The Admissions Coordinator guides individuals through the full admissions journey, from initial inquiry through admission placement, while helping reduce barriers to treatment and supporting client readiness for care.

Client Engagement & Conversion

• Serve as the primary contact for prospective clients, families, and referral sources via phone, email, and other communication channels.
• Guide clients and families through all stages of the admissions process with compassion, professionalism, urgency, and responsiveness.
• Engage clients using a compassionate, relational, and consultative approach to encourage movement through the admissions process.
• Conduct a pre-admit screen and share the recommended level of care as determined by a clinical team member.
• Effectively manage objections, assess readiness for change, and motivate clients to pursue treatment.
• Maintain conversion rates and registration targets by tailoring communication to client needs and stage of change.
• Provide clear, accurate information about treatment programs, admissions processes, and expectations.
• Share appropriate community resources when clients are unable to access care.
• Promptly answer incoming calls, including those through an admissions inquiry phone queue

Admissions Coordination & Scheduling

• Coordinate and schedule any pre-admission appointments (e.g., medical intake).
• Secure admission dates and ensure timely placement into appropriate levels of care (IP, Residential, PHP, IOP).
• Communicate confirmed admissions to internal teams.
• Provide clients with pre-admission materials (e.g. program handbooks and addendums) and share health insurance benefit quotes for recommended services.
• Conduct routine follow‑ups with prospective clients.

Census Management

• Support organizational census goals by facilitating timely and appropriate admissions across levels of care.
• Monitor program capacity and collaborate with operational and clinical teams to optimize admissions placement opportunities.
• Track client progression throughout the admissions pipeline and maintain accurate status updates within internal systems.
• Escalate census concerns, admission delays, or placement barriers as appropriate.

Documentation & Systems Management

• Accurately create, maintain, and update client records in the CRM, EHR, and other internal systems.
• Maintain timely and detailed documentation of all client interactions, follow‑up activities, and admissions‑related communications in the CRM.
• Ensure all records, documentation, and workflows meet quality assurance, compliance, HIPAA, and organizational standards.
• Utilize internal tracking tools and reporting systems to support operational visibility and workflow management.
• Maintain accuracy and attention to detail while managing high‑volume documentation responsibilities.

Relationship Management & Support

• Build and maintain strong relationships with referring providers and internal teams.
• Provide support for escalated or sensitive client interactions with professionalism and empathy.
• Collaborate cross‑functionally to ensure a