Admissions Representative - Hybrid

Zinnia Health; Exeter (RI); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Competitive Pay

Career Development

Competitive Benefits & 401k

Job summary

Zinnia Health in Rhode Island seeks an Admissions Representative to guide prospective clients through the admissions process with professionalism and care. You will handle pre-screenings, intake scheduling, and insurance benefit explanations, while communicating with families and referral sources.

The role requires strong communication skills, HIPAA compliance, and the ability to collaborate with clinical and administrative teams.

Qualifications

• 1 year of experience in healthcare admissions (preferred)
• Experience with health insurance verification and benefits helpful
• HIPAA confidentiality and data handling required
• Strong organizational skills and attention to detail

Responsibilities

• Respond to inquiries from potential clients and families via phone, email, and website
• Conduct pre-screenings to determine program eligibility and schedule intakes
• Provide information on services, insurance verification, and admission procedures
• Coordinate with clinical and administrative teams for a seamless intake process
• Maintain accurate records in CRM/EMR and follow up as needed
• Assist with transportation coordination and admissions scheduling

Skills

Phone etiquette

Communication skills

Attention to detail

Insurance knowledge

HIPAA compliance

Data entry

CRM/EMR familiarity

Independent work

Team collaboration

Education

High School Diploma

Insurance/medical billing training

Tools

CRM/EMR software

Job description

Values: Integrity, Teamplay, 1% Better Each Day

Zinnia Health is a fast-growing integrated healthcare company. We value our employees and care for our clients. Do you have unique talents that you would like to share with others? We would love to have you join our team!

• Competitive Pay
• Career Development
• Competitive Benefits & 401k
• Values: Integrity, Teamplay, 1% Better Each Day

Schedule / Hours / Location

• Full Time / 40 hours
• Tues­day through Saturday, 11:00 a.m. to 7:30 p.m.
• Location - Hybrid office/home, Office location is North Kingstown, RI

Position Summary

The Admissions Representative serves as the first point of contact for prospective clients and their families, guiding them through the admissions process with professionalism and care. This position performs duties including, but not limited to, answering pre-admissions/general intake questions from potential clients, families, and/or their referral sources, conducting over-the-phone screenings, scheduling intakes, and assisting clients with understanding of insurance coverage and benefits.

Essential Duties And Responsibilities

• Responds to inquiries from potential clients, families, and referral sources via phone, email, and website.
• Conducts initial pre-screenings and assessments to determine program eligibility.
• Provides information about treatment services, program options, insurance verification, and admission procedures.
• Collaborates with clinical and administrative teams to ensure a seamless intake process.
• Maintains accurate records in the CRM or EMR system and follow up with potential clients as needed.
• Assists with coordinating transportation and scheduling of admissions.
• Ensures compliance with HIPAA and other confidentiality guidelines.
• Understands federal and state requirements regarding client confidentiality and the principles of maintaining protected health information (PHI).
• Assists supervisory staff with any follow-up requirements associated with any file in the operations systems.
• Audits client accounts to ensure files are complete and compliance is maintained.
• Communicates and works effectively with all team members and supervisors.
• Attends and participates in company meetings and training.
• Maintains professional standards and follows all policies and procedures of the organization.
• Completes all documentation consistent with HIPAA and confidentiality requirements.
• Effectively uses technology to improve performance and enhance organizational processes.
• Carries out other responsibilities as needed, delegated, and/or assigned.

Skills, Knowledge, And Abilities

• Excellent working knowledge of office equipment and software programs
• Excellent phone etiquette and able to communicate easily with clients, co-workers, and outside parties in an appropriate manner
• Attention to detail
• Ability to complete all insurance related documents and correspondence for any assigned clients in a timely manner
• Knowledge of insurance coverages, verifications, the billing cycle process, and behavioral health terminology
• Ability to maintain confidentiality
• Knowledge of infection control practices for an office environment.
• Ability to work independently and seek guidance when needed
• Ability to demonstrate appropriate boundaries between staff and clients
• Ability to implement daily schedule of tasks to complete assigned tasks in a timely manner with little supervision
• Flexibility to interact with potential clients and families who may be experiencing debilitating health conditions and emotional volatility
• Willingness and ability to make effective decisions in a timely manner
• Ability to multi-task in a fast-paced environment
• Demonstrate patience and consideration in dealing with others
• Demonstrate thoughtful decision-making
• Ensure client confidentiality in accordance with all federal, state and local laws and regulations
• Communicate effectively (both written and verbal) with customers and colleagues
• Organized, detail-oriented, multi-tasker, adaptable, positive

Competencies

• Understand and implement emergency procedures
• Understand and implement infection control procedures for an office environment
• Use technology and equipment in the performance of job functions
• Understand and operate with respect for client rights. Follow and provide support for grievance procedures
• Document tasks as required
• Understand and adhere to Code of Ethics
• Understand and adhere to dress code
• Perform client interactions effectively and adhere to boundaries
• Seek guidance from supervisor when needed/appropriate
• Effective communication with clients, staff, and supervisors
• Respond to and/or de‑escalate callers experiencing crisis and/or emotional volatility
• Recognize and provide resources to callers as needed

Physical Demands

• While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; stoop, kneel, crouch, or crawl and talk or hear
• The employee must frequently lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

• While performing the duties of this job, the employee may be exposed to moving mechanical parts; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions and risk of electrical shock
• The noise level in the work environment is usually quiet but may vary depending on call volume
• This job generally operates in an office setting (call‑center environment)
• This role requires regular periods of sitting at a desk and computer while on extended phone calls
• This role may require walking to and between various locations
• This role may involve exposure to clients who may be infected with Hepatitis B, HIV, TB, or other Infectious Diseases

Requirements

Education

• High School Diploma preferred
• Training in the use of office equipment and sales software/programs preferred.
• Training in insurance plans and/or medical billing preferred.

Certificates, Licenses, Registrations

• None required

Professional Experience

• 1 year of experience in healthcare admissions (experience in substance abuse treatment is preferred)
• Previous experience working with health insurance companies is preferred

Environmental/Physical Requirements

• Noise Level – usually quiet
• Physical Demands – employee is frequently required to sit; employee must occasionally lift and / or move up to 25 pounds

Minimum of 3 years of lived experience with substance use and/or mental health disorders for self, family member, or loved one, and the ability to appropriately share experience with clients. Someone who views clients’ needs with a high priority and who would be a strong advocate for them with other treatment providers. Someone who espouses a strong desire to help others.

Additional Information Regarding Job Duties And Job Descriptions

Zinnia Health reserves the right, at any time, with or without notice, to modify or change job responsibilities, reassign, or transfer job position or assign additional job responsibilities, subject to applicable law. Zinnia Health shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment, as required by the law.