Admissions Specialist - On-Call

MnTC; Minneapolis (MN); Hybrid; USD 23,000 - 26,000; Full time

Job summary

Minnesota Adult & Teen Challenge is seeking an Admissions Specialist to be the first point of contact for individuals seeking treatment, families, referral sources, and partners. You will provide information, conduct initial screenings, and coordinate admissions logistics to support timely access to care.

This role emphasizes compliance with HIPAA and MnTC's Culture of Honor, requires strong communication, confidentiality, and ability to manage multiple tasks in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• 1 year of experience in admissions, intake coordination, customer service, healthcare, behavioral health, substance use disorder treatment, or related field preferred.
• Knowledge of substance use disorders, recovery principles, behavioral health services, or willingness to learn.
• Strong interpersonal, verbal communication, and customer service skills with the ability to engage individuals experiencing crisis or significant life challenges.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Proficiency with electronic health records, databases, Microsoft Office applications, and other technology systems.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Serve as the primary contact for prospective clients, family members, referral sources, healthcare providers, and community partners seeking information about substance use disorder treatment services.
• Respond to calls, voicemails, online inquiries, referrals, and applicant questions within established departmental response time standards.
• Provide accurate information regarding treatment services, program expectations, admission criteria, financial responsibilities, and available resources.
• Conduct initial applicant screenings and gathers relevant information to support admission eligibility, program fit, and next-step recommendations.
• Guides applicants and families through the admissions process, assisting with required forms, releases of information, assessments, and supporting documentation.
• Coordinates admission activities, including scheduling assessments, admission appointments, transportation arrangements when applicable, and communication with referral sources.
• Reviews applications and supporting documentation to ensure all required information has been received prior to admission decisions.
• Verifies insurance eligibility, benefits, authorizations, and payment arrangements while accurately documenting coverage information.
• Screens clients for funding eligibility and coordinates the submission of required applications and supporting documentation to counties and other funding sources to facilitate timely access to treatment services.
• Collaborates with clinical, medical, and program staff to support appropriate placement, continuity of care, and timely admissions decisions.
• Maintains accurate and timely documentation within electronic health records, admissions databases, and other required systems.
• Monitors admissions pipelines, waitlists, and referral activity to support efficient access to treatment services.
• Maintains confidentiality and safeguards protected health information in accordance with HIPAA, 42 CFR Part 2, organizational policies, and applicable regulatory requirements.
• Identifies and escalates admission barriers, high-risk situations, or service concerns to leadership for resolution.
• Develops and maintains positive working relationships with referral partners, community organizations, healthcare providers, and other stakeholders to support client access to services.

Skills

Interpersonal skills

Verbal communication

Customer service

Organizational skills

Multitasking

Education

High school diploma or equivalent

Tools

Electronic Health Records (EHR)

Microsoft Office

Database systems

Job description

Be the backbone of hope and healing.
At Minnesota Adult & Teen Challenge, every role matters in helping people overcome addiction and find a new path forward. Whether you’re working directly with clients or supporting behind the scenes, your contributions make recovery possible. In return, we offer a values-driven workplace, supportive managers, and opportunities to grow. That commitment has earned us recognition from Newsweek as a Best Addiction Treatment Center and seven straight Star Tribune Top Workplace awards.

Job Summary
The Admissions Specialist serves as the first point of contact for individuals seeking substance use disorder treatment services, their families, referral sources, and community partners. This role is responsible for facilitating a welcoming, responsive, and efficient admissions experience by providing
program information, conducting preliminary intake and screening activities, coordinating admissions logistics, verifying insurance benefits, and maintaining accurate documentation.

The Admissions Specialist works closely with applicants, referral partners, and internal teams to support timely access to care while ensuring compliance with organizational policies, regulatory requirements, and MnTC's Culture of Honor.

• Serves as the primary point of contact for prospective clients, family members, referral sources, healthcare providers, and community partners seeking information about substance use disorder treatment services.
• Responds to calls, voicemails, online inquiries, referrals, and applicant questions within established departmental response time standards.
• Provides accurate information regarding treatment services, program expectations, admission criteria, financial responsibilities, and available resources.
• Conducts initial applicant screenings and gathers relevant information to support admission eligibility, program fit, and next-step recommendations.
• Guides applicants and families through the admissions process, assisting with required forms, releases of information, assessments, and supporting documentation.
• Coordinates admission activities, including scheduling assessments, admission appointments, transportation arrangements when applicable, and communication with referral sources.
• Reviews applications and supporting documentation to ensure all required information has been received prior to admission decisions.
• Verifies insurance eligibility, benefits, authorizations, and payment arrangements while accurately documenting coverage information.
  Screens clients for funding eligibility and coordinates the submission of required applications and supporting documentation to counties and other funding sources to facilitate timely access to treatment services.
• Collaborates with clinical, medical, and program staff to support appropriate placement, continuity of care, and timely admissions decisions.
• Maintains accurate and timely documentation within electronic health records, admissions databases, and other required systems.
• Monitors admissions pipelines, waitlists, and referral activity to support efficient access to treatment services.
• Maintains confidentiality and safeguards protected health information in accordance with HIPAA, 42 CFR Part 2, organizational policies, and applicable regulatory requirements.
• Identifies and escalates admission barriers, high-risk situations, or service concerns to leadership for resolution.
• Develops and maintains positive working relationships with referral partners, community organizations, healthcare providers, and other stakeholders to support client access to services.

Required Skills & Experience (Minimum Qualifications):

• High school diploma or equivalent required.
• One (1) year of experience in admissions, intake coordination, customer service, healthcare, behavioral health, substance use disorder treatment, or a related field preferred.
• Knowledge of substance use disorders, recovery principles, behavioral health services, or willingness to learn.
• Strong interpersonal, verbal communication, and customer service skills with the ability to engage individuals experiencing crisis or significant life challenges.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Proficiency with electronic health records, databases, Microsoft Office applications, and other technology systems.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Demonstrates MnTC’s mission, Culture of Honor, core values, and Putting Honor in Action principles through daily interactions that support a welcoming, respectful, and relationship centered environment.
• At least 1 year of freedom from problematic substances.
• Must successfully complete and maintain eligibility under all required Minnesota Department of Human Services (DHS) background studies and any other background screening requirements applicable to the position prior to providing direct care or client services.
• Must successfully complete and maintain all required training and competency requirements applicable to the position prior to providing direct care or client services, including training related to client rights, confidentiality, mandated reporting, professional boundaries, and other applicable licensing and regulatory requirements.

Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Prolonged periods sitting at a desk and working on a computer.
  Frequent use of a telephone, headset, and computer systems throughout the workday.
• Must be able to lift up to 10 pounds occasionally.
  Initial training is completed in person in Minneapolis. Following successful completion of training, this position is primarily remote unless business needs require onsite attendance.
• Occasional travel to MnTC locations for meetings, training, or other business purposes may be required.

Target Compensation (Negotiable based on Qualifications)

$17.50-$19.50/hour

We seek to recruit, develop and retain the most talented people from a diverse candidate pool in order to successfully meet our mission of helping every Minnesotan find help and healing from addiction.

Mn Adult & Teen Challenge is an Equal Opportunity Employer and does not discriminate based on any category protected by federal, state or applicable laws.

Reasonable accommodation is provided upon request.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.