Admissions Coordinator

Gavin Foundation, Inc.; Quincy (MA); On-site; USD 45,000 - 60,000; Full time

Job summary

Gavin Foundation, Inc. is seeking an Admissions Coordinator to manage a high-volume call center, screen individuals for admission to ATS and CSS, ensure timely intake, and maintain essential documentation while delivering outstanding service to patients, families, and referral sources.

The role emphasizes accurate data, teamwork with medical and clinical professionals, adherence to privacy policies, and coordination of referrals and bed availability across units in a fast-paced environment.

Qualifications

• Two years’ experience in health and human services field.
• Must pass MA CORI and Drug Testing requirements
• Understanding of 42 CFR Part 2 and HIPAA
• Ability to maintain confidentiality and professionalism
• Strong written and verbal communication skills
• Candidates with lived expertise are encouraged; if in recovery, two years sobriety
• Personal characteristics of understanding, dedication, empathy and genuineness

Responsibilities

• Conduct phone screenings to determine admission criteria.
• Verify insurance coverage using multiple web-based platforms.
• Maintain accurate and up-to-date bed availability records.
• Manage and update all admission and denial logbooks in a timely manner.
• Monitor and coordinate incoming referrals from external agencies.
• Maintain an accurate census across all units at all times.
• Ensure all incoming calls are answered promptly and professionally; deliver exceptional service to clients, families, and partner agencies.
• Participate in cross-training and support the broader intake department as needed.

Skills

Phone screening

Documentation

Customer service

Verbal communication

Written communication

Team collaboration

Confidentiality

Empathy

Job description

JOB TITLE: Admissions Coordinator

REPORTS TO: Operations Director

SUMMARY OF POSITION: The Admissions Specialist is a key member of a multidisciplinary team of medical and clinical professionals. This role is responsible for managing a high volume of incoming calls through the call center and screening individuals for admission to Acute Treatment Services (ATS) and Clinical Stabilization Services (CSS). The Specialist ensures timely and accurate intake processes, maintains essential documentation, and provides outstanding customer service to patients, families, and referral sources.

PRIMARY RESPONSIBILITIES:

• Conduct phone screenings to determine if individuals meet clinical criteria for admission to the appropriate level of care.
• Verify insurance coverage using multiple webbased platforms.
• Maintain accurate and uptodate records of bed availability.
• Manage and update all admission and denial logbooks in a timely manner.
• Monitor and coordinate incoming referrals from external agencies.
• Maintain an accurate census across all units at all times.
• Ensure all incoming calls are answered promptly and professionally; return calls as needed and deliver exceptional service to clients, families, and partner agencies.
• Participate in crosstraining and support the broader intake department as needed.

REQUIREMENTS:

• Two years’ experience in health and human servicerelated field, preferably working with cooccurring behavioral health and substance use disorders.
• Must be able to pass MA CORI and Drug Testing requirements
• Demonstrated understanding of, and committed to adhering to, federal and state policies (42 CFR Part 2, HIPAA)
• Demonstrated ability to maintain confidentiality, professionalism, & boundaries.
• Demonstrated proficiency in verbal and written communication skills.
• Candidates with lived expertise are encouraged to apply, if in recovery, they must have two years of continuous sobriety
• Personal characteristics of understanding, dedication, empathy and genuineness are essential.

DESIRED SKILLS:

• Working knowledge of 12Step recovery programs.
• Ability to work collaboratively as part of a team in a fastpaced and highpressure environment.
• Understanding of confidentiality laws and professional ethics.
• Basic knowledge of medical and psychiatric medications.
• Familiarity with or willingness to learn Motivational Interviewing techniques.
• CPR certification and Nasal Narcan training (or willingness to obtain).

SCHEDULE:

Sunday & Monday 8:30am - 5:00pm & Tuesday - Thursday 10:30am - 7:00pm