Compassionate Admissions & Intake Coordinator (Behavioral Health)

Wildwoodrecoveryva; Virginia; On-site; USD 42,000 - 52,000; Full time

Job summary

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.

Responsibilities

• 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.

Skills

Interpersonal skills

Organizational skills

Communication

Empathy

Confidentiality

Team collaboration

Education

High school diploma or GED

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

Tools

EHR software

Job description

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.