Admissions Coordinator

Wildwoodrecoveryva; Virginia; Sur place; USD 42 000 - 52 000; Plein temps

Résumé du poste

Wildwood Recovery Center is seeking an Admissions Coordinator in Virginia to serve as the initial contact for individuals seeking residential treatment. You will manage intake screenings, gather documentation, and coordinate pre-admission steps to ensure a smooth transition into the program.

The role focuses on compassionate, trauma-informed client interaction, accurate EHR entry, and collaboration with clinical teams to support readiness for admissions.

Qualifications

• High school diploma or GED required.
• Bachelor's degree in psychology, social work, or related field preferred.
• Previous intake, case management, or administrative experience in behavioral health or substance use treatment preferred.

Responsabilités

• Serve as the initial point of contact for individuals seeking treatment, providing a welcoming, compassionate, and professional introduction to Wildwood Recovery Center.
• Answer incoming admission calls, conduct preliminary screenings, and gather information to determine eligibility for services.
• Schedule intake assessments and coordinate admission appointments.
• Collect and verify required admission documentation, including identification, insurance, medical history, mental health history, legal status, and substance use history.
• Complete pre-admission medical, clinical, and safety screenings in accordance with facility protocols and elevate concerns to the appropriate clinical staff.
• Greet new clients upon arrival, complete admission paperwork, obtain required signatures, and provide an orientation to program expectations, rights, and facility policies.
• Obtain, manage, and maintain Release of Information (ROI) forms in accordance with HIPAA, 42 CFR Part 2, Joint Commission, and DBHDS requirements.
• Ensure all admission documentation, consent forms, client rights, orientation checklists, and payer requirements are completed accurately and timely.
• Maintain complete and accurate records of client interactions and admission activities.
• Protect client confidentiality and adhere to all applicable federal, state, and organizational privacy standards.
• Provide information to prospective clients, families, referral sources, and community partners regarding services, admission criteria, and the treatment process.
• Communicate effectively with clients and families to ensure a smooth transition into treatment.
• Offer empathetic, trauma-informed support to individuals experiencing crisis or uncertainty while encouraging engagement in treatment.
• Coordinate appointments and ensure clients understand next steps prior to admission.
• Deliver a welcoming, respectful, and person-centered admission experience that reflects Wildwood Recovery Center's mission and values.
• Collaborate with clinical, medical, nursing, operations, and care coordination teams to ensure readiness for incoming admissions.
• Assist with assigning clients to appropriate programs, providers, and levels of care as directed.
• Communicate admission updates, scheduling changes, and client needs with the interdisciplinary treatment team.
• Participate in staff meetings, training, and continuous quality improvement initiatives.
• Support ongoing operational and admissions workflow improvements to enhance the client experience and organizational efficiency.

Connaissances

Interpersonal skills

Organizational skills

Communication

Empathy

Confidentiality

Team collaboration

Formation

High school diploma or GED

Bachelor's degree in psychology, social work, or related field (preferred)

Outils

EHR software

Description du poste

Description

The Admissions Coordinator serves as the first point of contact for individuals seeking residential treatment services. This role ensures a compassionate, efficient, and compliant admissions process from first inquiry through intake. The Admissions Coordinator gathers preliminary demographic information, verifies eligibility, coordinates pre-admission screenings, and ensures a smooth transition into the program.

1. Admissions & Intake Coordination

• Serve as the initial point of contact for individuals seeking treatment, providing a welcoming, compassionate, and professional introduction to Wildwood Recovery Center.
• Answer incoming admission calls, conduct preliminary screenings, and gather information to determine eligibility for services.
• Schedule intake assessments and coordinate admission appointments.
• Collect and verify required admission documentation, including identification, insurance, medical history, mental health history, legal status, and substance use history.
• Complete pre-admission medical, clinical, and safety screenings in accordance with facility protocols and elevate concerns to the appropriate clinical staff.
• Greet new clients upon arrival, complete admission paperwork, obtain required signatures, and provide an orientation to program expectations, rights, and facility policies.

2. Documentation & Regulatory Compliance

• Ensure accurate and timely entry of client information into the electronic health record (EHR).
• Obtain, manage, and maintain Release of Information (ROI) forms in accordance with HIPAA, 42 CFR Part 2, Joint Commission, and DBHDS requirements.
• Ensure all admission documentation, consent forms, client rights, orientation checklists, and payer requirements are completed accurately and timely.
• Maintain complete and accurate records of client interactions and admission activities.
• Protect client confidentiality and adhere to all applicable federal, state, and organizational privacy standards.

3. Client Communication & Customer Service

• Provide information to prospective clients, families, referral sources, and community partners regarding services, admission criteria, and the treatment process.
• Communicate effectively with clients and families to ensure a smooth transition into treatment.
• Offer empathetic, trauma-informed support to individuals experiencing crisis or uncertainty while encouraging engagement in treatment.
• Coordinate appointments and ensure clients understand next steps prior to admission.
• Deliver a welcoming, respectful, and person-centered admission experience that reflects Wildwood Recovery Center's mission and values.

4. Collaboration & Care Coordination

• Collaborate with clinical, medical, nursing, operations, and care coordination teams to ensure readiness for incoming admissions.
• Assist with assigning clients to appropriate programs, providers, and levels of care as directed.
• Communicate admission updates, scheduling changes, and client needs with the interdisciplinary treatment team.
• Participate in staff meetings, training, and continuous quality improvement initiatives.
• Support ongoing operational and admissions workflow improvements to enhance the client experience and organizational efficiency.

Our Mission

Helping people overcome addiction so each person thrives and builds a healthier, more meaningful life.

Our Values

THRIVES reflects the core values that guide how we serve our clients, support our staff, and shape our culture and standards of care.

• Trust: We do what we say. Consistency builds trust.
• Hospitality: We treat everyone with dignity and respect.
• Responsibility: We own our work and follow through - and we don't make excuses.
• Integrity: We do the right thing, always.
• Value-Driven Care: We deliver care that truly makes a difference.
• Excellence: We strive to improve every day and we don't cut corners.
• Safety: We maintain a structured, high quality environment that prioritizes the safety and support of both clients and staff.

Why Work at Wildwood Recovery Center?

• Be part of a supportive team that helps individuals on their journey to recovery and wellness.
• We offer flexible scheduling from some positions and a supportive environment that values the well-being of our employees.
• We are committed to fostering personal and professional growth within our team. Wildwood Recovery Center creates opportunities for employees to take on new responsibilities and grow within the recovery community.
• Wildwood Recovery Center recognizes that relevant experience may substitute for formal education requirements when not required by regulation and/or credentialing.

What You Can Expect from Us

At Wildwood Recovery Center, our THRIVES values guide how we support our team and operate every day. We are committed to:

• Providing the tools, training, and leadership support you need to succeed and grow in your role.
• Operating a reliable, well-structured program that promotes quality care, stability, and long-term success.
• Recognizing and rewarding meaningful contributions while prioritizing internal advancement based on merit and performance.
• Maintaining open communication and a respectful, psychologically safe workplace grounded in trust, excellence, accountability, compassion, hospitality, and safety.

What We Expect from You

• As an employee at Wildwood Recovery Center, you are expected to:
• Execute your responsibilities accurately, efficiently, and with a strong sense of ownership.
• Collaborate professionally with colleagues and leadership to strengthen team performance and culture.
• Treat clients, families, and team members with dignity, respect, and professionalism at all times.
• Actively support a safe, structured, recovery-focused environment where both clients and staff can thrive.

About Wildwood Recovery Center

Wildwood Recovery Center is a compassionate, client-centered treatment facility located in Clintwood, Virginia that is dedicated to helping individuals reclaim their lives from substance use and co-occurring mental health disorders. We believe that recovery is possible for everyone and are committed to providing evidence-based care, education, and peer-driven support in a safe and nurturing environment. Our multidisciplinary team works collaboratively to foster healing, growth, and long-term wellness through personalized treatment and community connection.

Requirements

Experience/Education

• A high school diploma or GED (minimum).
• Bachelor's degree in psychology, social work, or a related field (preferred).
• Previous experience in an intake, case management, or administrative role within a behavioral health or substance use treatment setting (preferred).
• Familiarity with outpatient treatment programs and services, including medication-assisted treatment (MAT).
• Equivalent experience may be considered.

Skills/Abilities

• Excellent interpersonal and communication skills, with the ability to build rapport and trust with clients.
• Strong organizational and multitasking abilities, with attention to detail in documentation and scheduling.
• Proficiency with electronic health record (EHR) systems and general office software.
• Empathy, patience, and a nonjudgmental attitude toward individuals in recovery.
• Ability to work collaboratively in a team-oriented environment.
• A strong commitment to professionalism and confidentiality.