Admissions Coordinator

The Emily Program; North Carolina; On-site; USD 34,000 - 43,000; Full time

Benefits offered by this job

Healthcare benefits

Paid time off & holidays

401(k) plan with company match

Job summary

The Emily Program in Durham, NC is seeking an Admissions Coordinator to guide prospective clients through pre-admission and placement across IP, Residential, PHP, and IOP levels, ensuring smooth enrollment and timely care.

You will be the primary contact, handling inquiries via phone and email, coordinating medical intake, verifying insurance benefits, and maintaining accurate records in CRM/EHR, all while delivering compassionate, urgency-driven service in a fast-paced, mission-driven setting.

Qualifications

• 1–3+ years of healthcare admissions or intake coordination experience.
• Healthcare sales or client-facing roles preferred.
• Experience with insurance verification and high-volume scheduling is a plus.

Responsibilities

• Serve as primary contact for prospective clients, families, and referral sources by phone, email, and other channels.
• Guide clients through all stages of admissions with compassion, urgency, and accuracy.
• Schedule pre-admission appointments and secure admission dates across levels of care.
• Maintain census goals and ensure timely placement; notify teams of confirmed admissions.
• Document interactions in CRM/EHR with strict confidentiality.

Skills

Healthcare admissions

Intake coordination

Healthcare sales

Client-facing

Tools

CRM systems

EHR systems

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

• (2) Available Admissions Coordinator roles both working onsite for a full 1.0 FTE, 40hrs/wk
  • (1) Tuesday through Saturday approximately 9:30am to 6:00pm Eastern Time.
  • (1)Monday through Friday approximately 11:30am to 8:00pm Eastern Time.

Compensation Disclosure

• Admissions Coordinator Starting Hourly Range: $25.00 - $31.25

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

Location

RTP Inpatient and Residential Treatment Center for Children, Adolescents, and Adults

• 4024 Stirrup Creek Drive, Suite 200, Durham NC 27703

Click here to learn more about our RTP Treatment Center

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 seamless admissions experience.
• Maintain strict confidentiality of protected health information in accordance with regulations and company policies.

General Duties

• Balance a fast-paced, results-driven environment with compassionate client interactions.
• Adapt to changing priorities while maintaining performance standards.
• Provide team support and coverage (e.g. PTO coverage) as needed or assigned.
• Adhere to time management policies and procedures (e.g. on/off queue procedures, break schedules, etc.)
• Perform other duties as assigned.

Qualifications

Professional Qualifications:

• 1–3+ years of experience in healthcare admissions, intake coordination, healthcare sales, or related client-facing role required.
• Experience in behavioral health, eating disorder treatment, healthcare sales, or high-volume call center environments preferred.
• Sales/customer service experience preferred.
• Experience working directly with clients, families, or patients in emotionally sensitive situations strongly preferred.
• Experience managing multiple priorities and workflows in a fast-paced environment preferred.
• Familiarity with insurance verification, healthcare scheduling, or admissions processes preferred.

What we offer:

Employee Benefits:

For full-time employees, we offer:

• HSA and PPO insurance with HSA or FSA options (Blue Cross Blue Shield)
• Dental insurance (Delta Dental)
• Vision insurance (EyeMed)
• Short-term and long-term disability insurance
• Company-paid life insurance
• 401(k) plan available two months after start date
• Company 401(k) matching for up to 50% of your contribution, up to 6% of your compensation

Paid time off is a crucial part of maintaining work and life balance. Our generous PTO plan accrues annually and begins with your first whole pay period. Eligible employees enjoy seven paid holidays and one floating holiday in addition to their regular PTO.